MEI Assistant Project Administrator

England-Thims & Miller, Inc.; Tampa (FL); On-site; USD 48,000 - 60,000; Full time

Job summary

England-Thims & Miller, Inc. is seeking an Assistant Project Administrator to support MEI project administration, inspection coordination, and contract compliance for transportation projects in Florida.

You will assist the Project Administrator and team with daily admin tasks, documentation, and field inspections, ensuring accuracy and timely communication with stakeholders. The role requires strong organizational and communication skills, experience in transportation construction or MEI, and

Qualifications

• Six years of responsible and related engineering experience, incl. two years on transportation projects.
• High school diploma or equivalent; an associate/bachelor’s in civil engineering, construction management or related field preferred.
• FDOT Advanced MOT or ability to obtain within six months after NTP if holding current FDOT Intermediate MOT.
• Experience in transportation construction, MEI/CEI, or public-agency projects preferred.
• Ability to read and interpret plans, specs, standards, documents, maps, and technical info.
• Strong written and verbal communications; ability to produce clear project documentation.
• Proficiency with spreadsheets and standard office software; capable in office and field.
• Willingness to work day/night/weekend/emergency assignments as required.

Responsibilities

• Support daily administration of maintenance and inspection activities, coordinating field staff, contractor operations, priorities, and project documentation.
• Review daily inspection reports, quantities, photos, tickets, and supporting records for completeness and contract compliance.
• Assist with monitoring contractor performance and compliance with plans, specs, maintenance requirements, and agency standards.
• Coordinate with inspectors, contractor reps, engineers, maintenance personnel, and stakeholders to communicate work activities and field conditions.
• Assist with verification of measured quantities, contractor pay records, and other records for payment and closeout.
• Track deficiencies, corrective actions, and follow-up inspections to ensure timely resolution.
• Assist with project correspondence, meeting notes, reports, spreadsheets, and other admin/technical docs.
• Review MOT, safety, quality, and documentation issues and escalate significant concerns.
• Maintain organized project files per document-control procedures and agency requirements.
• Provide field coverage and document contractor personnel, equipment, activities, locations, quantities, weather, delays, and significant events.
• Participate in pre-work, progress, coordination, and project meetings; follow up on action items.
• Provide guidance to inspectors on documentation practices within delegated authority.

Skills

Engineering experience

Communication skills

Organizational skills

Field inspection

Contract compliance

Education

High school diploma or equivalent

Associate or bachelor’s degree in civil engineering, construction management, or related field

Tools

Microsoft Office

Electronic document management systems

CAD / documentation tools

Job description

Description

Who we are looking for...

We are seeking an Assistant Project Administrator with an innovative mindset, strong organizational and communication skills, sound judgment, and a commitment to delivering quality transportation projects for the communities ETM serves. This position supports the Project Administrator and project team in the day-to-day administration, inspection coordination, documentation, and contract compliance activities associated with Maintenance Engineering & Inspection (MEI) assignments.

• Support the Project Administrator with daily administration of maintenance and inspection activities, including coordination of field staff, contractor operations, priorities, and project documentation.
• Review daily inspection reports, quantities, photographs, tickets, and supporting records for completeness, accuracy, and consistency with contract requirements.
• Assist with monitoring contractor performance and compliance with plans, specifications, maintenance requirements, work documents, approved procedures, and applicable agency standards.
• Coordinate with inspectors, contractor representatives, engineers, maintenance personnel, and other project stakeholders to communicate work activities, deficiencies, schedule concerns, and field conditions.
• Assist with verification of measured quantities, contractor pay documentation, work authorizations, and other records supporting payment and project closeout.
• Track deficiencies, corrective actions, outstanding documentation, and follow-up inspections to help ensure issues are resolved in a timely manner.
• Support preparation of project correspondence, meeting notes, reports, summaries, spreadsheets, and other administrative or technical documentation.
• Assist with review of Maintenance of Traffic (MOT), safety, quality, and documentation issues and elevate significant concerns to the Project Administrator or responsible engineer.
• Help maintain organized project files and records in accordance with established document-control procedures and agency requirements.
• Provide field coverage and perform inspection duties when needed, including documenting contractor personnel, equipment, activities, locations, quantities, weather, delays, and significant events.
• Participate in pre-work, progress, coordination, and project meetings and assist with follow-up on assigned action items.
• Provide guidance to inspectors on documentation practices and project procedures within the authority delegated by the Project Administrator

Requirements

• Six (6) years of responsible and related engineering experience, including two (2) years involving construction of relevant transportation projects.
• High school diploma or equivalent required; an associate or bachelor’s degree in civil engineering, construction management, engineering technology, or a related field is preferred.
• FDOT Advanced MOT or ability to obtain with six (6) months after Project NTP if holding a current FDOT Intermediate MOT certificate.
• Experience in transportation construction, maintenance, engineering, inspection, or project administration, preferably on FDOT or similar public-agency projects.
• Working knowledge of roadway maintenance and construction practices, inspection procedures, field documentation, quantity measurement, and contractor coordination.
• Ability to read and interpret plans, specifications, standards, work documents, maps, and technical information.
• Ability to review inspection documentation and identify inconsistencies, incomplete records, potential deficiencies, and items requiring management attention.
• Strong written and verbal communication skills with the ability to prepare clear, factual, and professional project documentation.
• Strong organizational and time-management skills with the ability to manage multiple assignments and changing field priorities.
• Proficiency with computers, tablets, electronic document-management systems, spreadsheets, and standard office software used for project reporting.
• Ability to work in both office and field environments, including active roadway work zones and outdoor conditions typical of Florida transportation projects.
• Ability to work daytime, nighttime, weekend, or emergency assignments when required by project operations.

What you’ll need to be successful...

Success in this role relies on your ability to stay organized, communicate effectively, exercise sound judgment, and support both field personnel and project leadership. In addition, you’ll need the following qualifications:

• Progressive experience supporting transportation construction, maintenance, CEI, or MEI projects.
• Previous FDOT project experience is strongly preferred, particularly experience with maintenance contracts, inspection documentation, and contractor payment processes.
• Applicable FDOT, CTQP, MOT, or other certifications required for assigned project responsibilities are preferred or may be required based on the contract.
• Demonstrated ability to work independently while recognizing when issues require escalation to the Project Administrator, Engineer, or other responsible project personnel.
• A collaborative, service-oriented approach and commitment to accuracy, accountability, safety, and quality.

Who we are…Trusted Advisors, Creating Community

Our firm has assembled a remarkable team encompassing a wide range of experiences and backgrounds. Through collaborative efforts in a supportive environment, we consistently deliver top‑notch work of exceptional quality. We prioritize the growth and fulfillment of each team member, providing ample opportunities for professional and personal development.

A key factor in this, is our engagement with high‑caliber, 'Class‑A' projects and esteemed clients. We approach our work with unwavering passion, recognizing the positive impact we have on the communities we serve.

https://www.etminc.com/culture/

What we offer…

We recognize and reward hard work, we offer a competitive salary, full benefits package, and a potential performance-based bonus. More than four decades ago, England-Thims & Miller, Inc. was founded by three visionaries who wanted to take care of their clients with a focus on boutique, customer‑centric, best‑in‑class services. Today, with the help of over 300, we have built a business around taking care of not only said clients but our communities and team members.

This job description is representative of typical responsibilities and is not intended to be a complete list of all duties or skills required for the job. It is subject to review and change at any time, with or without notice, in accordance with company needs.

ETM is proud to be an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.