Marine Project Assistant: Document Control & Scheduling

Coastal Engineering, LLC; Jacksonville (FL); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Competitive pay

Weekly pay structure

Opportunities for advancement

Collaborative safety-driven work env.

Flexible scheduling where appropriate

401(k)

Health insurance

Paid time off

Holiday pay

Professional development assistance

Job summary

Coastal Engineering, LLC is seeking a Project Assistant to provide administrative, document control, and record-keeping support to Project Managers for marine construction and diving projects.

You will help with scheduling, basic equipment tracking, and ensuring project documentation is completed on time, while maintaining organized files and logs across field and office environments.

Qualifications

• Associate’s degree in Business, Construction Management, or related field (Bachelor’s preferred).
• 0–2 years of experience in construction, engineering, or related office/project support role.
• Proficiency in Microsoft Office (Excel, Word, Outlook) and accurate data entry skills.
• Familiarity with Unanet A/E or other ERP/project management systems is preferred.
• Strong organizational skills and attention to detail.
• Ability to manage multiple administrative tasks and shifting priorities in a fast-paced marine environment.

Responsibilities

• Provide day-to-day administrative support to Project Managers (PMs).
• Prepare and format project correspondence, reports, and spreadsheets.
• Assist with meeting coordination, agendas, and follow-up items.
• Enter and update project data in Unanet A/E, including labor, materials, and subcontract costs.
• Manage and track RFIs, submittals, and daily dive/field logs.
• Ensure documents are properly logged, distributed, filed, and archived according to company standards.
• Maintain organized electronic and/or hard-copy project files.
• Assist PMs with preparing and updating project schedules.
• Help coordinate internal and field resources for upcoming work.
• Track key milestones and provide reminders/updates to the project team.
• Assist in tracking project-related equipment and assets, including location and utilization.
• Help schedule routine maintenance and inspections in coordination with operations/maintenance staff.
• Maintain logs of equipment downtime, service history, and upcoming maintenance needs.
• Communicate equipment availability and maintenance windows to PMs and field personnel.

Skills

Microsoft Office

Data entry

Organizational skills

Documentation coordination

Education

Associate’s degree in Business/Construction Management or related field

Tools

Unanet A/E

Job description

Coastal Engineering, LLC is seeking a Project Assistant to provide administrative, document control, and record-keeping support to Project Managers for marine construction and diving projects.

You will help with scheduling, basic equipment tracking, and ensuring project documentation is completed on time, while maintaining organized files and logs across field and office environments.