CTM: Assistant Project Manager

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

Job Summary

CT Mechanical is seeking a Project Management Administrative Assistant to support our Gainesville-based commercial project team. This role is responsible for executing the essential, recurring administrative tasks that keep our mechanical, plumbing, and pipefitting projects on track. This is not a project leadership role — rather, it’s an execution-focused position ideal for someone organized, process-oriented, and reliable.

Key Responsibilities

• Notice of Commencement (NOC) Collection: Coordinate and collect NOCs from clients and ensure internal logs are up to date.
• Notice to Owner (NTO) Filing: Prepare, file, and track all NTOs and confirm proper documentation is stored for each job.
• Permitting Support: Assist with the submission, tracking, and document retention of permit applications and approvals.
• Certificate of Insurance (COI) Management: Request, collect, and file job-specific COIs from subcontractors and vendors; verify expiration dates and compliance.
• Purchase Order (PO) Tracking: Maintain internal PO logs, confirm issuance, and monitor for completion or delivery follow-up.
• Document Filing & Job Folder Organization: Maintain digital job folders with all updated project-related files, including signed contracts, logs, submittals, COIs, and NTO/NOC documents.
• Routine Communication: Draft and send templated follow-up emails to vendors, GCs, municipalities, and project partners as directed.
• Administrative Support for APMs/PMs: Handle calendar invites, meeting note summaries, and other admin tasks as assigned.
• Front Office & Phone Support: Serve as a local point of contact for inbound phone calls or office inquiries related to Gainesville projects.

Qualifications

• Education: High school diploma or equivalent required; college coursework or associate degree in construction admin, office management, or similar a plus.
• Experience: 1–2 years in an administrative support role (construction experience preferred but not required).
• Skills:
  • Proficient in Microsoft Office (especially Excel and Outlook)
  • Familiar with basic permitting and construction documentation
  • Excellent organizational habits and attention to detail
  • Strong written and verbal communication skills
  • Willingness to learn and adapt quickly

About CT Mechanical

Founded in 2014, CT Mechanical, a division of Comfort Temp Company, delivers high-quality mechanical contracting solutions across Florida. Our Gainesville branch plays a key role in commercial construction success throughout North Central Florida. We’re driven by our core values:
Do what you say. Do what it takes. Walk with purpose. Do the right thing.