Submittals
Logs, review comments, resubmittals, status follow-up and approval-path tracking.
Fractional Assistant Project Management for Commercial Mechanical Contractors
Add PM capacity.
Not another employee.
MechAPM takes ownership of an agreed APM workload - submittals, RFIs, procurement follow-through, change-order backup and project controls - so your PM can stay focused on field coordination, client commitments and the decisions only they should make.
Written response within one business day. No sales call required to start.
Founder-led from firsthand U.S. commercial mechanical project-management experience
What comes off the PM's desk
The APM-level coordination that consumes the day.
We start with a defined workload, establish ownership and build the tracking around it - so the PM can stay on the decisions that actually require PM judgment.
RFIs
Drawing and specification research, draft language, exhibits and response follow-through.
Procurement
Equipment releases, material status, lead-time confirmation and delivery tracking.
Change orders
Scope narratives, quote reconciliation, labor and material backup, and status logs.
Project controls
Open-item logs, two-week look-aheads, action lists and weekly status reporting.
Vendor follow-up
Quotes, technical answers, revised dates and documented commitments.
Additional support can include: drawing and specification research, O&M documentation, warranties, training records and closeout tracking.
Send the task. Keep managing the project.
Your PM should not have to manage their support.
Forward an email, markup, quote, field issue or meeting item. MechAPM works the issue as far as the agreed authority allows, then returns with closure - or a concise decision brief.
Hand off the issue
Your PM forwards the available information without turning it into a perfectly packaged assignment.
We work the thread
From our own professional email, we handle authorized quote requests, vendor follow-ups, scope clarification and status chasing.
We close or escalate
Routine coordination is tracked through closure. Selections, releases and consequential commitments return to the PM with the facts organized.
Communication protocolNo mailbox access required.
Your PM introduces or copies MechAPM once. From projects@mechapm.com, we carry the authorized day-to-day thread, keep the PM copied as agreed and document what moves.
Escalation protocolResearch first. Ask second.
Questions are bundled whenever practical. Your PM receives the few decisions that actually require PM judgment - not a stream of avoidable interruptions.
Proof of working knowledge
Review the work before you discuss the service.
These fictional, illustrative packages show how MechAPM organizes information, surfaces risk and returns consequential decisions to the contractor PM.
EQUIPMENT PROCUREMENTREV 04
AHU-1Approved12/08
P-1 / P-2HoldDecision
ControlsReviewRisk
2-page illustrative sample
Procurement control log
Approval, release, vendor commitment, schedule risk, next action and PM decision visibility in one working package.
View sample PDFRFI-047PM REVIEW
DrawingM-202C-4
ImpactFabricationHigh
2-page illustrative sample
RFI research package
A decision brief, source review, coordination sketch, draft RFI language and dated follow-through.
View sample PDFCO-012PM REVIEW
Direct cost$19,009
OH&P15%$2,851
Total$21,860
3-page illustrative sample
Change-order backup
Scope narrative, quote reconciliation, material takeoff, labor basis, assumptions, exclusions and PM approvals.
View sample PDFAll project names, dates, quantities and pricing in these samples are fictional and provided solely to demonstrate work-product structure.
Mechanical PM Relief - 30-Day Pilot
Measure whether we actually give the PM time back.
Start small enough to control risk and large enough to prove value. We map the workflow, take ownership of an agreed APM workload and make the effect visible.
At the end of 30 days, we review the workload accepted, open items moved or closed, turnaround performance and the amount of PM time the support reasonably returned.
If we do not materially reduce your PM's workload, do not continue.
Best fit: an overloaded PM carrying active commercial mechanical work and a coordination backlog that needs clear ownership.
Project teamOne PM
Initial scopeOne active mechanical project
Term30 days
AuthorityPM retains approvals
Success reviewItems closed, aging reduced and PM hours returned
CommitmentNo long-term contract
Request a Pilot Fit ReviewFounder-led
Built from inside the work.Commercial HVAC and mechanical project management“The standard is not whether a task was touched. It is whether the PM can stop carrying it.”
MechAPM was founded by a project manager working in U.S. commercial mechanical construction, with experience across RFIs, submittals, equipment procurement, vendor coordination, change-order documentation, drawing and specification review, and project controls on multimillion-dollar work.
Questions contractors ask
The “why not” deserves a direct answer.
We begin with a focused workflow handoff: your systems, communication preferences, approval boundaries and immediate priorities. Your PM should not need to teach basic mechanical-construction concepts or convert every issue into step-by-step instructions.
The engagement starts with an authority matrix. MechAPM can research, draft, coordinate and track within that boundary. Equipment releases, contractual commitments, consequential RFIs, major pricing decisions and engineering direction remain with the appropriate PM or design professional.
The workflow is deliberately written-first. Open items, ownership and next actions are documented. Routine coordination is handled without constant interruption, and questions are bundled into concise decision queues whenever practical.
No. Your PM introduces MechAPM, forwards an active thread or copies us on project correspondence. We communicate from our own professional email and keep the PM copied according to the agreed protocol.
Yes. The objective is to fit the contractor's project workflow rather than force a new operating system onto the team. Access is limited to what the agreed scope requires.
We use controlled access, shared project documentation and defined information-handling practices. MechAPM is prepared to execute a reasonable confidentiality or non-disclosure agreement before receiving sensitive project information.
A full-time APM may be right when permanent workload supports the hire. MechAPM is for the gap before or between those hires - when usable capacity is needed without recruiting and fixed payroll. A generic VA may cost less, but low hourly cost does not create capacity if the PM must provide constant context and quality control.
MechAPM is founder-led. Your initial engagement is handled directly - not passed into an anonymous staffing pool. If additional support is ever introduced, the contractor will know who is involved, what access they have and where responsibility remains.
We review what moved, what remained stuck, turnaround performance and the PM time reasonably returned. If the value is clear, ongoing scope is sized around actual workload. If it is not, the engagement ends without a long-term commitment.
Start with the pressure point
Where is your PM team losing time right now?
Tell us what is piling up. We will determine whether it fits a 30-day pilot and propose a controlled starting scope - without a generic sales presentation.
Written response within one business day. No sales call required to start.
projects@mechapm.com