Full-Time Project Administrative Assistant

Administrative Duties

• Manage calendars, schedule meetings,  for project personnel.

• Assist with invoice tracking, expense reporting, and budget documentation.

• Respond to internal and external inquiries with professionalism and accuracy.

• Support on-boarding of new project staff (file creation, credential requests, orientation paperwork).

Communication and Coordination

• Act as a point of contact between project managers, field personnel, subcontractors, and clients.

• Track outstanding items, follow up on deadlines, and keep teams informed of upcoming activities.

• Assist in coordinating project meetings, including logistics setup and document distribution.

Document and Data Management

• Maintain accurate logs for document submitted, such as permits, and compliance requirements.

• Enter data into project management software systems such as SharePoint, or similar platforms.

• Perform quality checks for formatting, completeness, accuracy, and compliance with project standards.

Qualifications:

• Strong organizational, multitasking, and communication skills.
• Excellent written communication and attention to detail.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to maintain confidentiality and handle sensitive information.
• Basic math skills for reviewing invoices and quantities.
• Two (2) years of secretarial and/or clerical experience a plus
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• FDOT Final Estimates Level I certification a plus