Admin Assistant - Procurement Support

Gannett Fleming, Inc.; Miami (FL); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Hybrid work environment

Comprehensive benefits package

Tax-deferred 401(k)

Generous PTO accrual

Tuition reimbursement

Professional development

Performance-based incentive

Job summary

GFT is seeking an Administrative Assistant - Procurement Support to join our PortMiami team, assisting procurement administration, contract documentation, and project support for infrastructure initiatives.

The role requires meticulous document control, coordination with internal staff and stakeholders, and adherence to agency requirements across DBB, DB, and Progressive Design-Build procurement methods. In-office at PortMiami.

Qualifications

• Bachelor's or Associate degree in Business Admin, Public Admin, Construction Management, Project Management, Communications, Finance or related field preferred.
• 3+ years of administrative, procurement, contract administration, or project support experience.
• Experience supporting procurement processes, contract administration, or agreement management activities.

Responsibilities

• Assist with preparation, review, processing, and administration of procurement and contract documentation.
• Support development, review, and management of PSAs.
• Assist project teams with contract administration activities and record-keeping.

Skills

Organizational skills

Attention to detail

Communication skills

Time management

Problem-solving

Education

Associate's or Bachelor's degree in Business Administration or related field

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Teams

Job description

GFT is seeking an Administrative Assistant - Procurement Support to join our team supporting PortMiami!

This role is an excellent opportunity for a highly organized and detail-oriented professional looking to support critical procurement and contracting activities for one of the nation's busiest seaports. The successful candidate will work closely with PortMiami staff and project teams to assist with procurement administration, contract documentation, contract and agreement management, and other operational functions that help advance important capital improvement and infrastructure initiatives at the Port.

What you'll be challenged to do:

As an Administrative Assistant - Procurement Support, you will provide administrative and procurement-related support for a variety of contracting and project delivery activities. Working both independently and collaboratively, you will assist with the preparation, review, tracking, and administration of procurement documents, agreements, and work orders while helping ensure compliance with established procedures and requirements.

In this capacity, the successful candidate will be responsible for the following:

• Assist with the preparation, review, processing, and administration of procurement and contract documentation.
• Support the development, review, and management of Professional Services Agreements (PSAs).
• Assist project teams with contract administration activities, including maintaining records and tracking contract actions.
• Prepare, review, and coordinate work orders and supporting documentation.
• Review procurement packages for completeness, accuracy, and compliance with established procedures.
• Assist with the evaluation, organization, and analysis of consultant and contractor proposals.
• Maintain procurement files, records, logs, and document control systems.
• Coordinate with internal staff, consultants, contractors, and stakeholders to facilitate procurement and contracting activities.
• Track procurement schedules, deliverables, and key contract milestones.
• Support the administration of procurement activities associated with capital improvement and infrastructure projects.
• Assist with preparing reports, presentations, correspondence, and other project-related deliverables.
• Apply established procurement practices, administrative procedures, and agency requirements to assigned tasks.
• Support project delivery efforts utilizing various procurement methods, including Design-Bid-Build (DBB), Design-Build (DB), and Progressive Design-Build.
• Maintain accurate documentation and ensure confidentiality of procurement-related information.
• Adhere to applicable health, safety, quality, and organizational requirements.

What you will bring to our firm:

• Associate's or Bachelor's degree in Business Administration, Public Administration, Construction Management, Project Management, Communications, Finance, or a related field preferred. Relevant experience may be substituted for education.
• 3+ years of administrative, procurement, contract administration, or project support experience.
• Experience supporting procurement processes, contract administration, or agreement management activities.
• Strong organizational, analytical, and problem-solving skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple assignments and priorities in a fast-paced environment.
• Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and Teams.
• Strong attention to detail and commitment to producing accurate, high-quality work products.
• Ability to work independently, take initiative, and move assignments forward with minimal supervision.
• Strong document management and record-keeping skills.
• Experience coordinating with multiple stakeholders and managing competing deadlines.

What we prefer you bring:

• Experience preparing, reviewing, or administering Professional Services Agreements (PSAs).
• Familiarity with contract language, procurement documentation, and contract administration best practices.
• Experience preparing, reviewing, and managing work orders.
• Experience reviewing and evaluating consultant or contractor proposals.
• Knowledge of public-sector procurement processes and procedures.
• Experience supporting transportation, maritime, aviation, facility, or infrastructure projects.
• Understanding of project delivery methods, including Design-Bid-Build (DBB), Design-Build (DB), and Progressive Design-Build.
• Constructability review experience or construction-related procurement experience.
• Experience working with local government, port authorities, or public agencies is preferred.

Additional Assignment Details

• Duration: Initial six-month assignment with the possibility of a six-month extension.
• Schedule: Full-time.
• Work Location: 100% in-office at PortMiami: 1080 Caribbean Way, Miami, FL 33132
• Flexibility: Flexible working hours permitted.
• Training: Port-specific procurement training will be provided as needed.

This position is ideal for a motivated administrative professional who enjoys working in a production-oriented environment and supporting the procurement and contract administration functions necessary to deliver critical infrastructure and capital improvement projects.

Featured Benefits:

• Hybrid (in-person and remote) work environment.
• Comprehensive benefits package including wellness programs, parental leave, and pet insurance, in addition to medical, dental, vision, disability, and life insurance.
• Tax-deferred 401(k) savings plan.
• Competitive paid-time-off (PTO) accrual.
• Tuition reimbursement for continued education.
• Commitment to professional development, access to internal and external training programs, and support of active participation in professional organizations
• Incentive compensation for eligible positions.

At GFT, a privately held AEC firm, we innovate where transportation, water, power, and buildings converge. We call this the Infrastructure of Life. We measure our success by the strength of our relationships – that’s why we’re the employer of choice for 5,000+ of the industry's brightest engineers, planners, architects, inspectors, designers, and more.

Our clients choose us for our expertise and prefer us for our nimble approach, creativity, and personal touch. Backed by over a century's experience, together we’re building a lasting legacy for future generations: stronger communities, a healthier planet, and better lives.

In our commitment to equality, GFT: Ingenuity That Shapes Lives™ is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veterans’ status or other characteristics protected by law.

Unsolicited resumes from third party agencies will be considered the property GFT.

GFT does require the successful completion of a criminal background check for all advertised positions.

Location:PortMiami Office: 1080 Caribbean Way, Miami, FL 33132Core Business Hours: 8:00 AM – 5:00 PMEmployment Status: Full-Time