Construction Project Administrator – Permitting

Gilder Search Group; Town of Florida (NY); On-site; USD 52,000 - 76,000; Full time

Benefits offered by this job

Medical, dental, and life insurance

401(k) with company match

Paid vacation and holidays

Long-term stability and career growth

Job summary

Gilder Search Group is seeking a Construction Project Administrator for a Miami, FL office-based role. You will manage project paperwork, document control, permitting support, and daily office coordination for high-rise restoration and building-envelope projects.

The ideal candidate maintains accurate records, tracks multiple deadlines, and communicates with project managers, clients, engineers, subcontractors, and municipalities. This is an office-focused position with growth opportunities.

Qualifications

• Prior office administration or project coordination experience.
• Strong documentation and record-keeping skills.
• Ability to manage multiple deadlines and follow up with stakeholders.
• Proficiency with MS Office, Excel, PDF management, and email tools.
• Experience with project-management software such as Procore or Monday.com is a plus.

Responsibilities

• Organize and maintain project files, contracts, RFIs, submittals, change orders, reports, and correspondence.
• Prepare meeting minutes, progress updates, schedules, spreadsheets, and other project documents.
• Maintain document logs and track deadlines, outstanding items, approvals, and follow-ups.
• Prepare, submit, and track permit applications and supporting documents.
• Coordinate with municipalities regarding plan reviews, corrections, permit approvals, and inspections.
• Communicate with project managers, clients, engineers, subcontractors, suppliers, and municipal departments.
• Assist with procurement records, compliance documents, and project closeout packages.
• Keep electronic and physical project records accurate, organized, and current.

Skills

Organizational skills

Document control

Project coordination

Microsoft Office & PDF management

Communication skills

Procore

Monday.com

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Excel

PDF management tools

Email systems

Job description

Construction Project Administrator – Permitting

Miami, FL 33010 | Full-Time | Office-Based

An established Florida General Contractor with more than 30 years of experience is hiring a Construction Project Administrator to manage project paperwork, document control, permitting support, and daily office coordination for high-rise restoration and building-envelope projects.

This is primarily an office administration position. We are seeking an organized and proactive professional who can maintain accurate records, manage multiple deadlines, and consistently follow up with project managers, clients, engineers, subcontractors, and municipalities.

Compensation and Benefits

• Competitive salary, negotiable based on experience
• Medical, dental, and life insurance
• 401(k) with company match
• Paid vacation and holidays
• Long-term stability and career growth

Responsibilities

• Organize and maintain project files, contracts, RFIs, submittals, change orders, reports, and correspondence.
• Prepare meeting minutes, progress updates, schedules, spreadsheets, and other project documents.
• Maintain document logs and track deadlines, outstanding items, approvals, and required follow-ups.
• Prepare, submit, and track permit applications and supporting documents.
• Coordinate with municipalities regarding plan reviews, corrections, permit approvals, and inspections.
• Communicate with project managers, clients, engineers, subcontractors, suppliers, and municipal departments.
• Assist with procurement records, compliance documents, and project closeout packages.
• Keep electronic and physical project records accurate, organized, and current.

Qualifications

• Office administration, project administration, document control, or project coordination experience preferred.
• Strong experience managing paperwork, records, spreadsheets, correspondence, and electronic files.
• Ability to prioritize multiple projects, deadlines, and follow-up responsibilities.
• Strong computer skills, including Microsoft Office, Excel, email, and PDF document management.
• Professional written and verbal communication skills.
• Construction, permitting, property management, engineering, architecture, or related industry experience is a plus.
• Experience with Procore, Monday.com, or similar project-management software is preferred.
• Knowledge of construction documents, terminology, or permitting processes is a plus.