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

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