Project Admin & Coordination Specialist

Ardmore Roderick; Orlando, Northern (FL, KY); Hybrid; USD 60,000 - 75,000; Full time

Benefits offered by this job

Medical, Dental, Vision Plans

401K and PTO

EAP and more

Relocation Sponsorship not available

Job summary

Ardmore Roderick, a full-service infrastructure firm, seeks a Project Assistant Coordinator for its Orlando office to provide administrative and project-support services. You will help with proposals, meetings, billing support, and document control, coordinating across project teams, vendors, and visitors.

The role emphasizes organization, confidentiality, and effective communication, with opportunities to assist onboarding and event planning while supporting multiple departments in a dynamic

Qualifications

• High School Diploma required.
• 2+ years of administrative support experience.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint/OneDrive.
• Strong written and verbal communication, organization, time-management, follow-through, customer-service, and attention-to-detail skills.
• Ability to manage multiple priorities, maintain accurate records, meet deadlines, work effectively with limited supervision, and communicate professionally with employees, clients, subcontractors, vendors, and visitors.
• Ability to handle confidential employee, client, project, financial, and security-related information with professionalism and discretion.
• Valid driver's license and reliable transportation for occasional local errands, meetings, or events, if required.
• Have a team player mindset with the ability to communicate proficiently in written and verbal forms.
• Have good to great organizational skills.

Responsibilities

• Support proposals, qualifications, presentations, contract proposals, booklets, and final deliverable packages by gathering required documentation and formatting, combining, editing, bookmarking, organizing, quality-checking, and distributing materials using Adobe Acrobat, Bluebeam Revu, Microsoft 365, and other approved applications.
• Coordinate meetings, conferences, training sessions, and related activities, including scheduling, preparing and distributing handouts, arranging approved meals, coordinating travel, and providing administrative and logistical support.
• Assist with project billing, accounts payable, and procurement coordination by organizing and tracking invoices, receipts, approved material and equipment orders, vendor forms, credit-card purchase documentation, and related correspondence. Maintain supporting logs, follow up on missing documentation, and work with Accounting and other departments to ensure records are accurate and complete. This position does not approve, code, process, or authorize financial transactions or payments
• Provide administrative document-control support for requests for information, or RFIs; submittals; potential change orders, or PCOs; subcontractor master agreements; transmittals; and related project records. Enter information supplied by responsible personnel, maintain logs, route documents for review, control document versions, file records, and support distribution. This position does not develop technical, pricing, scope, or contractual content
• Track project deliverables, compliance requirements, action items, and due dates by setting up and maintaining project files, logs, trackers, and data-entry records in systems such as Deltek, Newforma, Procore, Microsoft 365, SharePoint, OneDrive, and other approved company or client platforms
• Provide day-to-day administrative support to the Orlando office and internal business units, including Administration, Human Resources, Marketing, Accounting, and Operations. Responsibilities include answering and routing calls, assisting visitors, maintaining calendars and files, coordinating meetings, providing front-desk coverage, tracking and stocking office supplies, placing approved orders, and completing correspondence, data entry, copying, scanning, filing, shipping, and distribution
• Assist with employee onboarding and coordinate badge requests for employees, subcontractors, vendors, and visitors requiring access to secure client facilities. Track requests, appointments, expiration dates, access instructions, and required documentation while protecting confidential information
• Plan and coordinate company meetings, employee events, training sessions, outreach activities, volunteer events, and team communications. Support scheduling, travel, approved purchases, event logistics, information distribution, and related administrative follow-up
• Track company licenses, memberships, certifications, and renewal dates, and coordinate associated documentation, notifications, and administrative follow-up
• Perform other related administrative and project-support duties consistent with the responsibilities and authority of the Project Assistant Coordinator position

Skills

MS Office Suite

Attention to detail

Time management

Multi-tasking

Professional communication

Discretion

Education

High School Diploma

Bachelor's Degree in business/related field

Tools

SharePoint/OneDrive

Adobe Acrobat

Bluebeam Revu

Deltek

Procore

Microsoft 365

Job description

Ardmore Roderick, a full-service infrastructure firm, seeks a Project Assistant Coordinator for its Orlando office to provide administrative and project-support services. You will help with proposals, meetings, billing support, and document control, coordinating across project teams, vendors, and visitors.

The role emphasizes organization, confidentiality, and effective communication, with opportunities to assist onboarding and event planning while supporting multiple departments in a dynamic