Administrative Assistant

Ultimate Staffing Services; Fort Lauderdale (FL); On-site; USD 26,000 - 32,000; Full time

Job summary

Ultimate Staffing Services in Fort Lauderdale is seeking an experienced Administrative Coordinator to support project teams in a construction-related environment. The role focuses on document control, scheduling, and office administration in a 100% in-office setting, Monday through Friday.

Ideal candidates have 5+ years in administrative roles such as Administrative Assistant or Project Coordinator, with strong multitasking, communication, and confidentiality skills, plus proficiency in

Qualifications

• 5+ years of experience as an Administrative Assistant, Office Coordinator, Office Manager, or Project Coordinator.

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

Communication

Organizational skills

Confidentiality

Team coordination

Tools

Microsoft Office

Procore

Job description

Administrative Assistant (JN -092026-430114) Fort Lauderdale, Florida

Salary: USD19.23 - USD23 per hour

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.