Construction Project Admin & Documentation Specialist

Jobtailor; Deerfield Beach (FL); On-site; USD 42,000 - 62,000; Full time

Job summary

Jobtailor is seeking a detail-oriented Project Administrator to support field teams in Deerfield Beach, FL. You will manage document control, prepare administrative and technical documents, process invoices, and assist project managers during startup.

The role requires strong organizational skills, ability to work under deadlines, and proficiency with Microsoft Office. Prior construction or project support experience is an asset, with opportunities to grow within the project team.

Qualifications

• Highly organized with strong attention to detail.
• Strong ability to structure and manage workload independently.
• Proactive, reliable, and solution-oriented.
• Comfortable working with multiple deadlines and priorities.
• Good communication skills (written and verbal).
• Proficiency with Microsoft Office (Excel, Outlook, Teams).

Responsibilities

• Submitting permit applications and ensuring proper follow-up
• Tracking jobsite personnel documentation and background check requirements
• Maintaining up-to-date contact lists (project managers, foremen, stakeholders)
• Managing technical documentation (RFIs, submittals, drawings, revisions, technical changes)
• Following up on equipment and material rentals
• Preparing purchase orders and letters of intent
• Processing daily reports from superintendents/foremen (delivery slips, work orders, filing, and distribution)
• Sending invoices to clients
• Opening and maintaining project files in internal systems
• Assisting project managers during project startup
• Supporting project managers with preparation, submission, and follow-up of administrative and technical documents
• Document control and filing
• Invoice validation
• General coordination tasks
• Preparing bid submission documents
• Submitting bids on various platforms
• Following up with General Contractors regarding bid results
• Issuing purchase orders to suppliers
• Performing other related tasks required to support the project team

Skills

Organization

Independent work

Proactive

Deadline management

Communication

MS Office (Excel, Outlook, Teams)

Tools

Microsoft Office Suite

Job description

Jobtailor is seeking a detail-oriented Project Administrator to support field teams in Deerfield Beach, FL. You will manage document control, prepare administrative and technical documents, process invoices, and assist project managers during startup.

The role requires strong organizational skills, ability to work under deadlines, and proficiency with Microsoft Office. Prior construction or project support experience is an asset, with opportunities to grow within the project team.