CTM: Project Administrator

Comfort Temp; Gainesville (FL); On-site; USD 55,000 - 75,000; Full time

Job summary

CT Mechanical in Gainesville, FL is seeking a Project Engineer to support the Project Management team with tracking, scheduling, and documentation for mechanical projects.

This entry-level role offers hands-on experience in coordinating projects, working with estimators, vendors, and subcontractors, and helping ensure timely execution.

Qualifications

• Bachelor’s degree in a relevant field preferred but not required.
• Entry-level to 2 years in a project support or coordination role within construction or mechanical contracting.
• Proficient in Microsoft Office; familiarity with project management software is a plus.

Responsibilities

• Documentation & Tracking: collect project info from Estimators; input details in tracking logs; document vendors/subcontractors and PO needs.
• Turnover Meetings: schedule turnover meetings for Jacksonville and Gainesville projects to facilitate handoff.
• Material & Equipment Tracking: request lead times and log for PM reference.
• ODP: submit ODP requests, track approvals, and manage invoice submissions.
• Scheduling: ensure subcontractors receive current schedules to keep projects aligned.
• Submittals Management: compile submittal lists, request access to plan-sharing sites, submit for approval and forward.
• Job Log Updates: maintain tracking log with statuses on submittals, materials, POs, change orders.
• File Management: update plan revisions for internal and subcontractor files.
• Procurement Support: issue POs and subcontracts; log details and change orders in QuickBooks Workforce.
• Insurance Compliance: collect COIs for subs in Jacksonville and Gainesville.
• O&M Manuals: create and maintain manuals; gather docs and assist with owner training.
• Administrative Support: assist Project Admins and PMs with tasks.
• Client & Team Communication: be the first point of contact for CT Mechanical.

Skills

Organizational skills

Multitasking

Communication

Problem-solving

Education

Bachelor’s degree in Engineering/Construction Management or related field

Tools

Microsoft Office Suite

Project management software

Job description

About Us

CT Mechanical, a division of Comfort Temp Company, is a leading mechanical contracting firm founded in 2014 with a commitment to integrity and excellence. Specializing in mechanical, plumbing, and pipefitting systems, we serve clients from offices in Gainesville, Jacksonville, Orlando, and Tampa. Our team-driven company values professionalism, innovation, and community involvement, ensuring top-quality service for all projects.

Job Summary

The Project Engineer supports the Project Management team by ensuring effective project tracking, scheduling, and documentation for mechanical projects. This entry-level role is ideal for candidates looking to gain hands-on experience in project coordination and mechanical contracting, with a focus on assisting project managers in the successful execution of projects.

Key Responsibilities

• Documentation & Tracking: Collect project information from Estimators, input job details on tracking logs, and document vendors/subcontractors with their respective purchase order (PO) needs.
• Turnover Meetings: Coordinate and schedule turnover meetings for mechanical projects in Jacksonville and Gainesville to facilitate project handoff.
• Material & Equipment Tracking: Request lead times for materials and equipment, logging them for easy reference by Project Managers.
• Owner-Directed Purchases (ODP): Submit ODP requests, track approvals, and manage invoice submissions for owner payment.
• Scheduling: Ensure all subcontractors receive the most current job schedules to maintain project alignment.
• Submittals Management: Review plans and specifications to compile a submittal list, request access to plan-sharing sites, and request submittals from vendors and subcontractors. Submit submittals for approval and forward them upon return.
• Job Log Updates: Maintain the project tracking log with up-to-date statuses on returned submittals, released materials, issued POs/subcontracts, signed documents, and approved change orders.
• File Management: Update plan revisions for both internal records and any subcontractor files affected by changes.
• Procurement Support: Issue purchase orders and subcontracts to subcontractors, logging all relevant details and any change orders in QuickBooks Workforce.
• Insurance Compliance: Collect job-specific certificates of insurance for mechanical subcontractors in Jacksonville and Gainesville.
• Operations & Maintenance (O&M) Manuals: Create and maintain O&M manuals, gathering documents from vendors, start-up reports, field as-builts, test and balance reports, and warranties. Assist with scheduling owner training if required.
• Administrative Support: Assist Project Administrators and Project Managers with various administrative tasks.
• Client & Team Communication: Act as the first line of contact for all incoming calls for CT Mechanical, providing prompt and helpful responses.

Qualifications

• Education: Bachelor’s Degree in Engineering, Construction Management, or a related field preferred, but not required.
• Experience: Entry-level to 2 years of experience in a project support or coordination role within the construction or mechanical contracting industry.
• Skills: Proficient in Microsoft Office Suite (Excel, Word, Outlook); familiarity with project management software is a plus.
• Core Competencies: Excellent organizational and multitasking skills, strong communication abilities, and a proactive attitude towards problem-solving.

Company Culture

At CT Mechanical, we emphasize integrity, teamwork, and a dedication to excellence. Our core values – "Do what you say, Do what it takes, Walk with purpose, Do the right thing" – inspire us to go above and beyond for our clients and each other. We offer a supportive environment that encourages professional growth, teamwork, and community involvement.