Administrative Assistant

Ultimate Staffing; Fort Lauderdale (FL); On-site; USD 52,000 - 76,000; Full time

Job summary

Ultimate Staffing is assisting a well-established client in the construction industry in Fort Lauderdale by seeking an Administrative Coordinator. This role supports project managers, executives, and field teams with project coordination, document control, scheduling, and office administration to ensure smooth day-to-day operations.

The position is 100% in-office, Monday through Friday in Fort Lauderdale, requiring 5+ years in related roles and proficiency with Microsoft Office and project

Qualifications

• 5+ years of experience in Administrative Assistant, Office Coordinator, Office Manager, or Project Coordinator roles.
• Experience in construction, contracting, engineering, real estate, or project-based industries preferred.
• Proficiency in Microsoft Office and project management tools (Procore preferred).

Responsibilities

• Provide administrative support to project managers, executives, and construction teams.
• Manage calendars, scheduling, and meeting coordination across multiple projects.
• Coordinate construction project documentation, including permits, submittals, RFIs, and compliance tracking.
• Assist with billing, invoicing, collections, and expense reporting.
• Maintain subcontractor and vendor records, including insurance certificates, contracts, and compliance documentation.
• Act as a key point of contact for clients, vendors, inspectors, and internal teams.
• Prepare and manage reports, correspondence, and project documentation.
• Maintain document control systems and organized filing processes.
• Support office operations, including supplies, equipment, and vendor coordination.

Skills

Multitasking

Organization

Communication

Customer Service

Microsoft Office

Tools

Procore

Job description

Our client, a well-established and stable company in the construction industry, is seeking a highly organized Administrative Coordinator to support daily operations and project teams. This is an excellent opportunity for an experienced Administrative Assistant, Office Manager, or Project Coordinator with a background in construction, engineering, or project-based industries.

The Administrative Coordinator will play a critical role supporting construction project managers, executives, and field teams. This role focuses on project coordination, document control, scheduling, and office administration to ensure smooth day-to-day operations. The ideal candidate is a detail-oriented, proactive professional who thrives in a construction office or project-driven environment. This is 100% in office role, Monday - Friday in Fort Lauderdale.

Note: Local candidates only. Immediate hiring need.

Key Responsibilities:

• Provide administrative support to project managers, executives, and construction teams
• Manage calendars, scheduling, and meeting coordination across multiple projects
• Coordinate construction project documentation, including permits, submittals, RFIs, and compliance tracking
• Assist with billing, invoicing, collections, and expense reporting
• Maintain subcontractor and vendor records, including insurance certificates, contracts, and compliance documentation
• Act as a key point of contact for clients, vendors, inspectors, and internal teams
• Prepare and manage reports, correspondence, and project documentation
• Maintain document control systems and organized filing processes
• Support office operations, including supplies, equipment, and vendor coordination

Qualifications:

• 5+ years of experience as an Administrative Assistant, Office Coordinator, Office Manager, or Project Coordinator
• Experience in construction, contracting, engineering, real estate, or project-based industries strongly preferred
• Strong ability to multitask, prioritize, and meet deadlines in a fast-paced environment
• Proficiency in:
  • Microsoft Office (Outlook, Excel, Word, PowerPoint)
  • Project management tools (e.g., Procore preferred)
• Excellent communication, organizational, and customer service skills
• High level of attention to detail and confidentiality

Preferred Experience:

• Construction office administration or contractor support experience
• Experience with permits, inspections, and subcontractor coordination
• Background in office management or operations in a fast-paced environment

If you are an organized, proactive administrative professional looking to grow within a dynamic environment, we'd love to hear from you.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status.

We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.