Construction Project Admin Assistant

Comfort Temp; Gainesville (FL); On-site; USD 40,000 - 52,000; Full time

Job summary

CT Mechanical is seeking a Project Management Administrative Assistant to support our Gainesville-based commercial project team. This execution-focused role handles essential administrative tasks to keep projects on track, not leadership duties.

Ideal candidates are organized, process-oriented, and reliable with 1–2 years of administrative experience. Proficiency in MS Office and attention to detail are important for success in this position.

Qualifications

• High school diploma or equivalent required.
• 1–2 years in administrative support preferred; construction admin a plus.
• Proficient with Microsoft Office; familiarity with permitting/docs is a plus.

Responsibilities

• Coordinate and collect NOC from clients and log in internal systems.
• Prepare, file, and track NTOs with proper documentation.
• Assist with permit submissions, tracking, and document retention.
• Request, collect, and file COIs from subcontractors/vendors; verify expirations.
• Maintain internal PO logs; track issuance and delivery status.
• Organize digital job folders with contracts, logs, submittals, COIs, NTO/NOC.
• Draft and send templated follow-up emails to vendors/GCs/municipalities.
• Provide admin support to APMs/PMs; manage calendars and meeting notes.
• Serve as local point of contact for Gainesville project inquiries.

Skills

Microsoft Office

Excel

Organizational skills

Communication skills

Attention to detail

Willingness to learn

Education

High school diploma or equivalent

Related college coursework / AS degree

Job description

CT Mechanical is seeking a Project Management Administrative Assistant to support our Gainesville-based commercial project team. This execution-focused role handles essential administrative tasks to keep projects on track, not leadership duties.

Ideal candidates are organized, process-oriented, and reliable with 1–2 years of administrative experience. Proficiency in MS Office and attention to detail are important for success in this position.