CTM: Assistant Project Manager

Comfort Temp Company; Gainesville (FL); On-site; USD 42,000 - 52,000; Full time

Benefits offered by this job

Medical, Dental and Vision Insurance

401(k) with up to 5% Employer Match

Paid Time Off

Professional Development and Licensing

Casual Dress Policy

Job summary

CT Mechanical, a division of Comfort Temp Company, seeks a Project Management Administrative Assistant to support our Gainesville-based commercial project team. This execution-focused role is ideal for someone organized, process-oriented, and reliable, not a project lead.

Responsibilities include handling NOC/NTO processes, permitting support, COI management, PO tracking, and office communication. Opportunity for growth and hands-on training in a thriving HVAC environment.

Qualifications

• High school diploma or equivalent required; college coursework in construction admin is a plus.
• 1–2 years in administrative support; construction experience preferred but not required.
• Proficient in Microsoft Office (Excel and Outlook) and familiar with permitting documentation.
• Strong organization, attention to detail, and written/spoken communication.
• Willingness to learn and adapt quickly.

Responsibilities

• Coordinate and collect NOCs from clients and maintain internal logs.
• Prepare, file, and track NTOs with proper documentation.
• Assist with permitting submissions and document retention.
• Manage COIs from subcontractors and vendors; verify expirations.
• Track purchase orders and delivery status.
• Maintain digital job folders with contracts, logs, COIs, and NTO/NOC docs.
• Draft templated follow-up emails to vendors, GCs, municipalities, and partners.
• Provide admin support to APMs/PMs and manage calendars/notes.
• Serve as front office contact for Gainesville project inquiries.

Skills

Organization

Communication

Documentation

Microsoft Office (Excel & Outlook)

Adaptability

Education

High school diploma or equivalent

College coursework in construction admin/office management (a plus)

Tools

Microsoft Office Suite

Job description

For our company, we believe that culture, cultivating opportunities and relationships is the true heart of our business. We’re looking for people who have family values and are dedicated to providing the highest quality of service to join our team.

Working at Comfort Temp has its Benefits

Every Employee is Offered:

• Medical, Dental and Vision Insurance
• Critical Illness and Accident Policy
• Employer Paid Life, STD, LTD and AD&D Insurance
• 401(k) with up to 5% Employer Match
• Tool Account
• Discounted HVAC Maintenance Plan
• Paid Professional Development and Licensing
• Creative + Supportive Culture
• Variety of Company Events, including the CTC Fishing Tournament
• Birthday, Employee and Holiday Gifts
• Casual Dress Policy and Refreshments
• Paid Time Off, Holiday Pay and Paid Time Off Cash Out

INVESTING IN OUR TEAM IS OUR PRIORITY.

Each year, we sponsor around 20 employees through the Santa Fe College HVAC Apprentice Program so they can earn a 4 year HVAC or Plumbing Apprenticeship Certificate. These Team members work full time for our company and make a commitment to the 4 year program by attending classes 2 days a week for 4 years.

Comfort Temp also houses many in-house training opportunities to support our team’s growth in the trade taught by senior staff or certified instructors with plans to launch our own Comfort Academy Training Program by the end of 2024! Our relationships with our wonderful vendors also enable Comfort Temp to house training programs brought in by various vendors to keep our team on the cutting edge of new technology or advancements in systems.

CT Mechanical was instrumental in launching a new Career Technical Education (CTE) Program in HVAC for the Alachua County School Board launching at Santa Fe High School in Alachua August 2024.

A Culture Built on Impactful Connections

A Culture Built on Impactful Connections

A Culture Built on Impactful Connections

Put Your Career in Motion!
View Our Open Positions Below

To view all open positions, be sure to check out our Comfort Temp’s Indeed and LinkedIn job pages.

Location: Gainesville, FL

Job Id:787

# of Openings:1

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.

For any job-related questions, email us at [e-mail] or call [phone]

Comfort Temp Company and subsidiaries are an Equal Opportunity Employer, committed to creating an exceptional workplace. We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other legally protected characteristic.

Additionally, we are committed to providing reasonable accommodations for qualified individuals with disabilities, as required by the Americans with Disabilities Act (ADA).