Administrative Assistant / Project Coordinator (Electrical Contractor)

RANDALL

Town of Florida (NY)

On-site

USD 33,000 - 41,000

Full time

4 days ago

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Benefits offered by this job

Health benefits

401k match

Paid Time Off

Job summary

RANDALL is seeking an Administrative Assistant / Project Coordinator at our Apopka, FL headquarters. You will support management and operations, serve as the first contact for clients and vendors, and handle clerical tasks to keep the Electrical department running smoothly.

You will manage job folders, assist with pre-construction tasks, set up billing documents, and support subcontract administration in a fast-paced subcontracting environment.

Qualifications

High School Diploma required.
Bilingual English/Spanish a plus.
Proficient with Microsoft Office.
Strong communication and time management skills.
Able to pass drug screen and background check.
1–2 years of construction admin support preferred.

Responsibilities

Open new jobs in accounting systems and create job folders.
Process billing, pay apps, and change orders for projects.
Manage communications and document control for the Electrical department.
Prepare monthly job costing reports and subcontractor documentation.

Skills

Bilingual (English & Spanish)

Microsoft Office proficiency

Communication

Time management

Dependability

Teamwork

Drug screen clearance

Follow instructions

Education

High School Diploma

Job description

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.

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