Administrative Assistant / Project Coordinator (Electrical Contractor)

Administrative Assistant / Project Coordinator

Pay Rate: $24 - $30

About RANDALL: RANDALL is a premier self-performing $100M+ subcontractor providing integrated Mechanical, Electrical, Plumbing, Fire Protection, Architectural Metals, and Offsite Construction/Manufacturing solutions across Florida and the Southeast. With 35+ years of operational excellence and a team of 500+ professionals, we combine the grit and dedication of our grassroots origins with the innovation of a modern industry leader. Our 100,000 sq. ft. fabrication facility in Apopka, FL serves as a strategic logistics hub, supporting major commercial, industrial, and aeronautical projects across the Southeast and beyond.

Randall Electrical is currently seeking a top-tier Administrative Assistant / Project Coordinator to work in our Apopka, FL headquarters. We are excited about this important role and are determined to consider the best and brightest candidates who meet our requirements.

Position Summary

You will directly report to and assist our Management and Operations Team. The Administrative Assistant / Project Coordinator often serves as the first point of contact for clients, vendors, and employees, ensuring a professional and welcoming environment. This role is responsible for managing clerical/office operations, handling communications, and assisting with administrative tasks to support efficient operation of the Electrical department.

Essential Functions

Pre-Construction:

• Open new Jobs in computer & accounting systems
• Create job folders in Financial Drive
• Create job folders in One Drive (Construction Team)
• Copy Estimating information to One Drive.
• Requests NTO.
• Requests COI to insurance agent.
• Follow-up Executed Subcontract.
• Request Bond if required
• Request Notice of Commencement.
• Enrollment on OCIP or CCIP if required by Job
• Request Budget (Estimating Department/PM).
• Enter Budget in CE.
• Apply for Permits (PM)
• Construction / Billing:
• Set Up Billing Documents AIA Forms / SOV (PMs)
• Follow up Executed Change Orders (PMs)
• Enter Executed Change Orders in CE
• Collect Monthly Pay Apps (PMs)
• Enter approved billing in CE
• Update Division Billing Log (PMs)
• Create accounting reports required by GCs (Small Business utilization, statement of accounts, Affidavits, Pay Apps, Lien Waivers, Third Party Obligation, Follow-up Retention Billing)
• Construction / Job Costing Reports:
• Send Monthly Job Costing Reports to PMs
• Hold Monthly Job Costing Meetings (Each PM-Job)
• Follow-up Job Costing Changes Wrong allocations
• Prepare monthly pending Matters Reports for PMs
• Reclass Follow up Job Costing Changes Wrong Allocations
• Subcontracts:
• Create subcontract agreements upon request
• Enter subcontracts in CE
• Requests subcontractor's documentation (COIs/W-9)
• Create Folders in Financial Drive (S Drive)
• Review Monthly Pay Apps
• Send Pay Apps for Approval (PMs/GMs)
• Send approved Pay Apps to Accounting Department
• Create Change Orders for Subcontracts
• Follow up executed Change Orders
• Enter Change Orders in CE

Desired Qualification Requirements

Bilingual (English & Spanish) a plus. High School Diploma required. Possess good computer skills (Microsoft Suite). Communication skills (can speak to people in a professional environment). Time conscious (can be on time and efficient). Demonstrate dependability, flexibility, and teamwork. Ability to pass drug screen and reference check. Ability to follow verbal and written instructions. Ability to adhere to, implement, and follow safety procedures at all times. Ability to work well with others. Have 1-2 years' experience assisting management in a variety of construction environments

Physical Requirements: This is primarily an office position and, as such, you must be able to sit up to six or more hours in an eight-hour workday, lift light objects such as files and paperwork frequently during the day, and objects weighing up to 10 pounds occasionally during the day. You must also be able to bend, stretch, crouch, and lift as required by the job.

Benefits: Our selection will be driven by the skills / qualifications above as well as the ability to develop relationships with clients and co-workers to maximize your professional opportunities. Why Join the RANDALL Team? Success at RANDALL is driven by our culture of Professional Trade Excellence: pairing technical mastery with a practical, hardworking mindset. We seek professionals who are motivated by challenge and the opportunity to build lasting relationships with our clients and our colleagues. We don't just hire for the next project; we invest in long-term careers built on a foundation of quality and craftsmanship. Benefits & Culture: Competitive Compensation & Health Benefits Matching 401k & Insurance Options Paid Time Off (PTO) A Drug-Free, Safety-First Workplace