Free assistant project manager job description templates for construction, agencies, and IT, with FLSA exempt vs non-exempt guidance. Download as DOCX.
6 free templates led by a construction version, plus agency, IT, junior, and small-firm options, with the FLSA exempt vs non-exempt guidance and pay data the generic templates skip. Download as DOCX.
An assistant project manager keeps projects moving: tracking schedules, maintaining documentation, coordinating stakeholders, and handling the day-to-day details so the project manager can focus on the big decisions. It is the entry rung of the project-management track, most common in construction, where the BLS notes that new construction managers are typically hired first as assistants. Hiring one well means getting two things right that nearly every template skips: the FLSA classification, which for this support role usually defaults to non-exempt, and a realistic, industry-appropriate pay range.
At FirstHR, we build templates for the owners and principals who hire without an HR department, especially the small general contractor making a first project-management hire. The six templates below lead with a construction version and span agency, IT, junior, and small-firm options, with the FLSA classification guidance competitors leave out. For the fundamentals behind any posting, the guide to writing a job description is a useful companion.
TL;DR
An assistant project manager supports the PM by tracking schedules, maintaining documentation, and coordinating stakeholders. The role is most common in construction, where it is the first PM-track hire. The FLSA default is non-exempt and overtime eligible, since it is a support and coordination role; it can be exempt-administrative only if it exercises real discretion and judgment. Pay averages around the low-to-mid $70,000s, with entry-level closer to the high $40,000s. Download six free templates as DOCX, led by construction, with FLSA and pay guidance built in.
What an Assistant Project Manager Does
An assistant project manager supports the project manager and team in delivering projects on schedule and on budget, handling the tracking, documentation, coordination, and follow-up that keep work moving. It is the entry rung of the project-management track, with the most demand in construction.
Assistant Project Manager Duties and Responsibilities
Assistant PM duties cluster into four areas: tracking and documentation, schedule and budget, coordination and communication, and project support. A strong job description picks the specific responsibilities from each area that match the industry and level, rather than listing every possible task.
Tracking and documentation
Track tasks, milestones, and follow-ups
Maintain project documentation and records
Log issues and track to resolution
Schedule and budget
Help maintain the project schedule
Support budget tracking and reporting
Keep projects on time and on budget
Coordination and communication
Coordinate team, vendors, and stakeholders
Schedule and document meetings
Prepare status updates and reports
Process and support
Support the PM across the lifecycle
Process documents and approvals
Help with closeout and handoff
The weights shift by setting: subcontractor and RFI coordination for construction, sprint and ticket tracking for software, client and deliverable tracking for an agency. For a structured way to scope the role, the guide to defining job responsibilities walks through the process.
Assistant PM vs Project Manager and Coordinator
The assistant project manager sits between a project coordinator and a full project manager, and the differences drive scope, pay, and FLSA classification. Placing the roles side by side helps you pick the right title before posting.
Role
Scope
Independent judgment
FLSA (typical)
Project Coordinator
Tracking and admin support
Minimal
Non-exempt
Assistant Project Manager
Coordination plus some project work
Some
Usually non-exempt
Project Manager
Owns scope, schedule, budget
High
Often exempt
Construction Manager
Owns the build and the team
High
Exempt
If the role is purely tracking and administrative, a project coordinator may be the better title; if it owns projects outright, it is a construction manager or full PM. Choose the title that matches the real scope and judgment.
Which Template Should You Use?
Pick the template by industry and level. The six versions lead with construction, the most common setting, and span professional services, IT, an entry-level option, and a small-firm first hire.
General Assistant PM
Any industry
The universal baseline: support the PM, track schedules and documentation, and coordinate stakeholders across the project lifecycle.
Construction APM
General contractors
The anchor version: subcontractor coordination, RFIs, submittals, schedules, and safety, split between the office and job sites.
Professional Services / Agency
Client delivery
For agencies and services firms: timelines, client coordination, deliverable and budget tracking for client projects.
Junior / Entry-Level
0 to 2 years
The early-career version: supervised task tracking, notes, and coordination with a clear growth path. Non-exempt by default.
IT / Software
Tech delivery
For software teams: sprint and backlog tracking, ticket coordination, and agile delivery support alongside engineering.
First PM-Track Hire
Small firm
The version no competitor offers: a small firm's first dedicated project-management hire, taking the load off the owner.
Match the Template to the Industry and Level
A general or any-industry role: General Assistant PM. A general contractor: Construction APM. An agency or services firm: Professional Services. An early-career hire: Junior / Entry-Level. A software team: IT / Software. A small firm's first project-management hire: First PM-Track Hire. Default the classification to non-exempt unless the duties clearly meet an exemption.
Download all six as a single Word document or copy individual templates. Each follows the same structure: company and role summary, key responsibilities, qualifications, compensation, and how to apply, with an EEO statement. Fill in the brackets and post.
Download All 6 Job Description Templates
General, construction, professional services, junior, IT, and first PM-track hire. All in one DOCX.
Template 1: General Assistant Project Manager
The universal baseline: support the PM, track schedules and documentation, and coordinate stakeholders across the project lifecycle, in any industry.
FLSA status: Non-exempt (hourly) by default; may be exempt-administrative (confirm by duties)
Pay range: $_____ to $_____ per [hour / year]
ABOUT [COMPANY NAME]
[One or two sentences about your company and the project team this assistant PM
will support.]
ROLE SUMMARY
[Company Name] is hiring an Assistant Project Manager to support our Project
Manager and project team. You will help keep projects on schedule and on budget
by tracking tasks, maintaining documentation, coordinating with stakeholders, and
handling the day-to-day details that keep work moving. This is a project-management
track role with room to grow.
KEY RESPONSIBILITIES
•Support the Project Manager across the project lifecycle
•Track schedules, tasks, and milestones
•Maintain project documentation and records
•Coordinate with team members, vendors, and stakeholders
•Help prepare reports, budgets, and updates
•Schedule and document meetings and action items
•Track issues and follow up to resolution
•Help keep projects on time and on budget
REQUIRED QUALIFICATIONS
•Bachelor's degree or equivalent experience
•[1 to 3] years in a project or coordination role
•Strong organization and attention to detail
•Clear written and verbal communication
•Proficiency with project and office software
•[CAPM or project management coursework a plus]
COMPENSATION AND HOW TO APPLY
Pay range: $_____ to $_____ per [hour / year]
To apply, send your resume to __.
[Company Name] is an equal opportunity employer.
Template 2: Construction Assistant Project Manager
The anchor version: subcontractor coordination, RFIs, submittals, schedules, and safety, split between the office and job sites. Use this for a general contractor.
Construction Assistant Project Manager Job Description
CONSTRUCTION ASSISTANT PROJECT MANAGER JOB DESCRIPTION
Company: __
Location: __ ([City, State] / job sites)
Reports to: Project Manager / Project Superintendent
Employment type: [ ] Full-time
FLSA status: Often non-exempt (hourly) for field-coordination work; confirm by duties
Pay range: $_____ to $_____ per [hour / year]
ABOUT [COMPANY NAME]
[One or two sentences about your construction firm, the types of projects, and the
project team this assistant PM will join.]
ROLE SUMMARY
[Company Name] is hiring a Construction Assistant Project Manager to support our PM
and superintendent across the office and the field. You will coordinate
subcontractors, track RFIs and submittals, help manage schedules and budgets, and
keep project documentation accurate, splitting time between the office and job
sites. This is the first rung of our project-management track.
KEY RESPONSIBILITIES
•Support the PM and superintendent across the project
•Coordinate subcontractors and suppliers
•Track and log RFIs, submittals, and change orders
•Help maintain the project schedule and budget
•Process and organize project documentation
•Visit job sites to monitor progress and coordinate
•Support safety documentation and compliance
•Help with closeout documents and punch lists
REQUIRED QUALIFICATIONS
•Bachelor's in construction management, engineering, or equivalent experience
•[1 to 3] years in construction or a related field
•Familiarity with construction documents and processes
•Organization, follow-through, and clear communication
•Comfortable in both office and job-site settings
•[OSHA 10 or 30 a plus]
TRAINING AND COMPLIANCE NOTE
For field roles, plan for site-safety orientation and OSHA training appropriate to
the work, with signed acknowledgments kept on file. Confirm the FLSA classification
by the actual duties; field-coordination work is often non-exempt and overtime
eligible. This is general information, not legal advice.
COMPENSATION AND HOW TO APPLY
Pay range: $_____ to $_____ per [hour / year]
To apply, send your resume to __.
[Company Name] is an equal opportunity employer.
Still Using Spreadsheets for Onboarding?
Automate documents, training assignments, task management, and track onboarding progress in real time.
FLSA status: Confirm by duties (exempt-administrative possible if the role exercises real judgment)
Salary range: $_____ to $_____ per year
ROLE SUMMARY
[Company Name] is hiring an Assistant Project Manager to support delivery of our
software and technology projects. You will help run sprints and timelines,
coordinate the team and stakeholders, track scope and tickets, and keep delivery
organized, working alongside the Project Manager and engineering team.
KEY RESPONSIBILITIES
•Support project and sprint planning and tracking
•Maintain the backlog, tickets, and timelines
•Coordinate engineering, design, and stakeholders
•Track scope, dependencies, and blockers
•Prepare status updates and release notes
•Document decisions and action items
•Support agile ceremonies and reporting
REQUIRED QUALIFICATIONS
•Bachelor's degree or equivalent experience
•[1 to 3] years in project coordination or delivery
•Familiarity with agile and project tools (Jira, Asana)
•Strong organization and communication
•Comfortable working with technical teams
•[CAPM or Scrum certification a plus]
COMPENSATION AND HOW TO APPLY
Salary range: $_____ to $_____ per year
To apply, send your resume to __.
[Company Name] is an equal opportunity employer.
Template 6: First PM-Track Hire (Small Firm)
The version no competitor offers: a small firm's first dedicated project-management hire, taking documentation and coordination off the owner.
First PM-Track Hire Job Description (Small Firm)
FIRST PM-TRACK HIRE JOB DESCRIPTION (SMALL FIRM)
Company: __
Location: __ ([City, State])
Reports to: Owner / Principal
Employment type: [ ] Full-time
FLSA status: Non-exempt (hourly) by default; confirm by duties
Pay range: $_____ to $_____ per [hour / year]
WHY THIS ROLE NOW
[As our project volume grows, the documentation, coordination, and follow-up have
outgrown what the owner can handle alone. This Assistant Project Manager is our
first dedicated project-management hire, here to take that load off and keep our
projects organized.]
ROLE SUMMARY
[Company Name] is hiring its first Assistant Project Manager to support the owner
on our projects. You will own the documentation, scheduling, and coordination that
currently fall on the owner, track multiple jobs, and keep clients, vendors, and
the team aligned. This is a hands-on role where you build process as you go.
KEY RESPONSIBILITIES
•Support the owner across active projects
•Own project documentation and records
•Track schedules, tasks, and budgets
•Coordinate vendors, subs, and clients
•Prepare updates and simple reports
•Set up basic, repeatable project processes
•Follow up on open items to resolution
REQUIRED QUALIFICATIONS
•[1 to 3] years in a project, coordination, or operations role
•Strong organization and self-direction
•Clear communication with clients and vendors
•Comfortable building process from scratch
•Proficiency with project and office software
COMPENSATION AND HOW TO APPLY
Pay range: $_____ to $_____ per [hour / year]
To apply, send your resume to __.
[Company Name] is an equal opportunity employer.
FLSA Classification and Pay Transparency
This is the part the generic templates skip, and for an assistant PM it matters: the role usually defaults to non-exempt, but it can be exempt in the right circumstances, and the line turns on the actual duties. Get the classification right and your posting attracts the right candidates and protects your business.
FLSA: default an assistant PM to non-exempt
The safest default for an assistant project manager is non-exempt, meaning hourly and overtime eligible. The title describes a support and coordination role, and when the primary duties are tracking schedules, maintaining documentation, logging RFIs and submittals, and coordinating under the project manager's direction, the work looks like execution rather than the independent discretion that an exemption requires. Most salaried assistant PMs clear the federal salary floor, so classification turns on the duties test, not the pay. Because the role leans toward support, treat it as non-exempt unless a specific analysis of the duties shows otherwise. Getting this right protects the business from overtime claims, which are common in coordination roles. This is general information, not legal advice.
When an assistant PM can be exempt
An assistant project manager can qualify as exempt under the administrative exemption when the role genuinely exercises discretion and independent judgment on matters of significance, not just routine coordination. The test under the federal regulations is office or non-manual work directly related to business operations, plus real independent judgment. An assistant PM who independently runs small projects, negotiates with vendors, or makes scope and budget decisions has a stronger case for exempt status, and the Department of Labor has found a construction project supervisor exempt where he scheduled and paid subcontractors and modified plans. The executive exemption usually does not apply, because an assistant PM rarely directs two or more full-time employees. Decide by what the person actually does, and confirm against the salary basis. This is general information, not legal advice.
Construction field roles and safety
Construction assistant project managers who spend real time in the field, coordinating and performing hands-on work, lean further toward non-exempt, and many construction APM postings list an hourly rate and overtime eligibility for exactly that reason. The field setting also brings safety obligations: plan for site-safety orientation and OSHA training appropriate to the work, with signed acknowledgments kept on file, and fold those into onboarding rather than handling them after the start date. For a small general contractor, building the safety paperwork and the classification decision into a repeatable hiring process is simpler than sorting it out per hire. This is general information, not legal advice.
Pay transparency and posting a range
A growing number of states require a good-faith salary range in job postings, with thresholds low enough to reach small employers, and some, like Colorado, apply to employers of any size. For an assistant PM, post an hourly range for a non-exempt role or an annual range for a salaried one. A remote posting open to applicants in states with transparency laws can trigger those rules regardless of where the company is based. Beyond compliance, a posted range improves candidate quality and saves time in a competitive market. Confirm the rules for the states you hire in, and note that some states set salary thresholds above the federal level. This is general information, not legal advice.
Non-Exempt by Default, Exempt Only With Real Judgment
An assistant PM is a support role, so non-exempt is the safer default. The administrative exemption applies only when the role exercises discretion and independent judgment on matters of significance, not routine coordination. The DOL has found a construction project supervisor exempt where he scheduled and paid subcontractors and modified plans, but the executive exemption rarely fits, since an assistant PM seldom directs two or more employees. Classify by the duties.
For more on how the exemption tests work, the Fair Labor Standards Act overview explains the administrative and executive exemptions and how classification turns on duties rather than the job title.
Skills and Qualifications
Assistant PM hiring rewards organization, communication, and follow-through over any single credential, which makes stating the real requirements concretely the job of the posting. Match the requirements to the industry and level.
Requirement
What to look for
Education
Bachelor's or equivalent experience
Experience
1 to 3 years in a project or coordination role
Core skills
Organization, communication, attention to detail
Software
Project management and office tools
Construction
Construction documents, OSHA awareness
Classification
Usually non-exempt; confirm by duties
Keep the posting neutral and inclusive, since the EEOC prohibits job advertisements that show a preference based on a protected characteristic, and the SHRM guide covers the standard sections of a job description.
Assistant Project Manager Pay
Assistant project manager pay sits well below a full PM, reflecting the entry-to-mid level of the role. Use market data and government anchors as a baseline, then adjust for industry and local market.
Below a Full PM; BLS Anchors Run Higher
National compensation surveys put the assistant project manager title around the low-to-mid $70,000s on average, with entry-level closer to the high $40,000s and construction a little above the general average. For context, the closest federal occupations run higher and describe more senior roles: project management specialists had a median of $100,750 and construction managers $106,980 (May 2024).
Construction assistant PMs earn a modest premium over other industries, and major metros pay more. Employment of construction managers is projected to grow about 9 percent from 2024 to 2034, much faster than average, and the construction trade keeps demand for PM-track talent strong. Post an hourly range for a non-exempt role or an annual range for a salaried one, as pay-transparency laws increasingly require.
Hiring an Assistant PM for a Small Firm
Most assistant PMs are hired by small construction and engineering firms, where the role is often the first dedicated project-management hire and the owner writes the posting. Here is how to write it for that reality, and the realities the generic enterprise templates miss.
In construction, the assistant PM is usually a small firm's first PM-track hire
The assistant project manager is most common in construction, where it is the entry rung of the project-management track, and the construction industry is overwhelmingly small-firm. A small general contractor typically adds an assistant PM once project volume and complexity outgrow what the owner or a single PM can document alone, as concurrent jobs, subcontractor counts, and RFI and submittal loads pile up. At that point the owner needs someone to own the documentation, coordination, and follow-up. The templates here lead with a construction version written for that firm, and include a first-PM-track-hire version for the small contractor or engineering shop making the hire for the first time.
The owner is the one writing the job description, not an HR department
In the small construction, engineering, and agency firms that hire most assistant PMs, the person writing the posting and making the hire is the owner, principal, or partner, not an HR team. That means the job description, the offer, the classification decision, and onboarding all land on someone already running projects. The value of a ready-made template is that it covers the parts that are easy to get wrong, especially the FLSA classification and a realistic pay range, so the owner can fill in the brackets and post. Pick the version that matches your industry and the seniority you need, rather than translating a generic enterprise job description down to your size.
Onboarding a project hire means access, documents, and a fast start
An assistant PM needs to be productive quickly and touches project systems, vendor relationships, and sometimes job sites, so onboarding is about access and clarity as much as paperwork. It means a signed offer letter with the classification and pay stated clearly, the new hire paperwork, access to project and document systems, and, for construction, the safety orientation and acknowledgments. FirstHR fits this people side for a small firm: e-signature for the offer letter and safety acknowledgments, document management for project and policy documents, task workflows for the onboarding checklist, and an org chart and employee database to place the role. To be clear about scope, FirstHR is an onboarding and HR platform, not a project-management or scheduling tool, and it does not run payroll or administer benefits, so pair it with those systems. Applicant tracking is coming soon.
The job description is step one. Once a candidate accepts, the same document becomes the basis for the offer and onboarding, starting with the new hire paperwork. Because an assistant PM needs to be productive fast and, in construction, works on job sites, onboarding is a real handoff of access and safety on top of the usual steps.
Send the offer
Confirm the role, pay, the FLSA classification, and the start date in writing. An offer letter template makes this fast.
Set up access
Project and document systems, plus the right tools and contacts, ready before the first day so the new hire starts productive.
Cover safety, for field roles
For construction, complete site-safety orientation and OSHA training with signed acknowledgments kept on file.
Store the records
Keep the signed offer, the I-9, and any safety acknowledgments organized and easy to find in one system.
Once your offer is ready, the offer letter template handles the next step, and an onboarding template structures the first weeks. FirstHR connects the offer, paperwork, e-signatures, and document management in one place, so a small firm can manage the full process from job description to a fully onboarded assistant PM, including the safety acknowledgments for field roles. FirstHR is an onboarding and HR platform, not a project-management or scheduling tool, and it does not run payroll or administer benefits, so connect those separately. Applicant tracking is coming soon to FirstHR.
Key Takeaways
The assistant PM is the entry rung of the project-management track, most common in construction.
Lead with the construction version: subs, RFIs, submittals, schedules, and safety, split between office and field.
Default the FLSA classification to non-exempt and overtime eligible; it is exempt only if the role exercises real discretion and judgment.
Pay averages around the low-to-mid $70,000s, with entry-level closer to the high $40,000s, below a full PM.
Match the template to the industry and level: construction, agency, IT, junior, or a first PM-track hire.
The assistant PM is often a small firm's first dedicated project-management hire, taking the load off the owner.
Frequently Asked Questions
What does an assistant project manager do?
An assistant project manager supports the project manager and team in keeping projects on schedule and on budget. Day to day, that means tracking tasks and milestones, maintaining project documentation, coordinating with team members, vendors, and stakeholders, scheduling and documenting meetings, preparing reports and budget updates, and following up on open issues. In construction, the most common setting for the role, an assistant PM also coordinates subcontractors and tracks RFIs, submittals, and change orders, splitting time between the office and job sites. The role is the entry rung of the project-management track, more hands-on with day-to-day execution than a full project manager, with room to grow into one. The exact mix of duties varies by industry, from construction to agencies to software teams.
Is an assistant project manager exempt or non-exempt under the FLSA?
The safest default is non-exempt, meaning hourly and overtime eligible, but it depends on the duties. An assistant project manager is a support and coordination role, and when the primary duties are tracking schedules, maintaining documentation, logging RFIs and submittals, and coordinating under the project manager's direction, the work looks like execution rather than the independent discretion an exemption requires. Most salaried assistant PMs clear the federal salary floor, so classification turns on the duties test, not pay. The role can qualify as exempt under the administrative exemption if it genuinely exercises discretion and independent judgment on matters of significance, such as independently running small projects or making scope and budget decisions. The executive exemption rarely applies, since an assistant PM usually does not direct two or more employees. Classify by the actual duties. This is general information, not legal advice.
Is an assistant project manager the same as a project coordinator?
They overlap but are not the same. A project coordinator focuses on administrative and tracking work, keeping schedules, documentation, and logistics organized, generally without managerial discretion. An assistant project manager does that coordination too but sits one step further along the project-management track, sometimes running small pieces of a project independently and exercising more judgment, with a clearer path to becoming a full project manager. In construction the assistant PM is firmly a PM-track role, while coordinator titles are more common in agencies and smaller teams. The distinction matters for both pay and FLSA classification, since more independent judgment can push toward exempt status. If the role is purely tracking and administrative support, coordinator may be the better title; if it includes some independent project work, assistant PM fits. This is general information, not legal advice.
What is the difference between an assistant project manager and a project manager?
An assistant project manager supports a project manager rather than owning projects outright. The project manager holds overall accountability for scope, schedule, budget, and outcomes, makes the significant decisions, and often leads the team. The assistant PM handles the day-to-day execution that keeps the project moving: tracking, documentation, coordination, and follow-up, while learning the craft. Pay reflects the difference, with assistant PMs earning meaningfully less than full PMs, which is part of what makes the role an affordable early hire. In construction the assistant PM is explicitly the training rung below the project manager and superintendent. As an assistant PM takes on more independent responsibility, the role grows toward a full project manager position. Match the title to whether the person owns projects or supports someone who does. This is general information, not legal advice.
How much does an assistant project manager make?
Assistant project manager pay is meaningfully below a full project manager, reflecting the entry-to-mid level of the role. National compensation surveys put the average for the assistant project manager title around the low to mid seventy thousands, with entry-level roles closer to the high forties and construction assistant PMs a little above the general average. For broader context, the closest federal occupation, project management specialists, had a median annual wage of $100,750 as of the May 2024 data, and construction managers a median of $106,980, but both describe more senior roles than an assistant and overstate assistant PM pay. Benchmark to the assistant title, the industry, and the local market, and post an hourly range for a non-exempt role or an annual range for a salaried one. This is general information, not legal advice.
What should a construction assistant project manager job description include?
A construction assistant project manager job description should name the construction setting and the office-and-field nature of the work up front, then cover responsibilities specific to the trade: coordinating subcontractors, tracking RFIs, submittals, and change orders, helping manage the schedule and budget, processing project documentation, visiting job sites, and supporting safety compliance and closeout. It should state the FLSA classification honestly, since field-coordination roles are often non-exempt and overtime eligible, and include a realistic pay range as pay-transparency laws increasingly require. List the relevant qualifications, such as a construction management or engineering background or equivalent experience and OSHA training, and note the reporting line to the project manager or superintendent. Close with an equal opportunity statement and clear apply instructions. This is general information, not legal advice.
What skills should an assistant project manager have?
Assistant project manager hiring rewards organization, communication, and follow-through over any single credential. Core skills include task and schedule tracking, clear written and verbal communication, attention to detail, and comfort with project management and office software. For construction, add familiarity with construction documents, RFIs, submittals, and job-site coordination, plus OSHA awareness. For software and agency settings, add familiarity with agile tools and client or stakeholder communication. A bachelor's degree in a relevant field is common but often substitutable with equivalent experience, and entry-level certifications like the CAPM are a plus rather than a requirement. The strongest candidates combine reliability, clear communication, and the ability to keep many moving pieces organized. Match the skills to the industry and seniority you actually need. This is general information, not legal advice.
Does a small business need an assistant project manager?
Often yes, especially a growing construction or engineering firm. Many small firms reach a point where project volume and complexity outgrow what the owner or a single project manager can document and coordinate alone, with multiple concurrent jobs, growing subcontractor counts, and a rising load of RFIs, submittals, and follow-ups. That is when a dedicated assistant project manager pays off, taking documentation, scheduling, and coordination off the owner so projects stay organized. Because the assistant PM is an entry-to-mid role, it is an affordable early hire, and it is frequently a small firm's first dedicated project-management hire. For a small firm, the right hire is usually a broad, hands-on assistant PM who can own the details and build simple processes, rather than a narrow specialist. Match the role to that reality. This is general information, not legal advice.
