Construction Project Administrator – Permitting & Docs

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

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.