Project Assistant ($12,000/year COLA) - Key West, FL

Jacobs; Miami (FL); On-site; USD 52,000 - 58,000; Full time

Job summary

Jacobs is seeking a detail-oriented Project Assistant in Miami to support project managers and teams with administrative and operational tasks. You will track progress, maintain documentation, schedule meetings, and help with day-to-day project activities, ensuring work stays on schedule and within scope.

The role requires strong communication, organizational skills, and proficiency with MS Office. On-site duties include coordinating travel, expense reports, and meeting logistics, with

Qualifications

• High school diploma or equivalent required.
• Proficient in common office software (MS Office) and typing.
• Strong written and verbal communication skills.

Responsibilities

• Answer incoming phone calls and greet visitors.
• Maintain an orderly office environment with safety in mind.
• Provide administrative support to project managers and teams.
• Assist with managing budget items as applicable.
• Manage filing system (digital and physical).
• Coordinate calendars, travel, and meetings; arrange lodging and transportation.

Skills

MS Office

Typing

Verbal communication

Written communication

Organization

Driver's license

Education

High school diploma or equivalent

Bachelor’s degree

Tools

Concur

Ariba

SharePoint

Hach Wims Database

Job description

At Jacobs, we're challenging today to reinvent tomorrow by solving the world's most critical problems for thriving cities, resilient environments, mission-critical outcomes, operational advancement, scientific discovery and cutting-edge manufacturing, turning abstract ideas into realities that transform the world for good.

Your impact

At Jacobs, we challenge what is currently accepted, so we can shape innovative and lasting solutions for tomorrow. Through the delivery of our operations and maintenance services, you’ll make it simpler and more seamless for our municipal clients to operate safely and efficiently, empowering communities to focus on what matters most to them – people.

Project Assistant

Supports project managers and teams by coordinating administrative, operational, and communication tasks to help projects stay on schedule, within scope, and organized. This role involves tracking progress, maintaining documentation, scheduling meetings, and assisting with day-to-day project activities.

Essential Duties And Responsibilities

• Answer incoming phone calls and greet visitors
• Maintain office environment to be clean, orderly, and free from any safety concerns
• Provide professional and efficient administrative support to our project managers, project teams and local leadership
• Assist (if applicable) with managing budget items
• Manage filing system (computer and hard files)
• With Project Manager, act as liaison w/client
• Act as project liaison with staff regarding company policies and procedures
• Coordinate project support and certain regional activities
• Work in Concur system to create expense reports and reconcile project expenses
• Manage and coordinate calendars, travel and meetings by developing itineraries and agendas; book transportation when needed and arrange lodging and meeting accommodations
• Perform document management support to the team which includes maintaining SharePoint, ensuring team is following document management protocol and supporting the team with uploading and sharing of files
• Procurement and Accounts Payable
• Create Purchase Requisitions
• Prepare Ariba registration forms including HSE Approvals
• Work in concert with Buyer
• Attend monthly project/Buyer calls

Maintain

• Phone/contact lists
• Project Information Lists
• Project SharePoint site

Safety

• Work with project team to create/maintain AHAs, SOPs, UPCPs, etc.
• Be familiar with ionCity

Team Cash

• Understand the program and help other staff members to understand ? Support all project staff with various administrative tasks, for example
• Create equipment lists
• Enter data into Hach Wims Database (if applicable)
• Attend and participate on the monthly Admin Call

Onboarding

• Assist with creating requisitions
• Assist with onboarding new employee
• Welcome new employee and be liaison to answer questions and guide through the onboarding process

Other Responsibilities

• Provide support services for meetings including agendas, preparing meeting summaries, scheduling for facilitators and participants, meeting room set up, coordinating presentation materials and ordering meals as necessary
• Prepare and edit reports, presentations, and compile data for analysis
• Coordinate between support, office and field staff
• Work with and maintain confidential and sensitive information
• Assist to develop effective PowerPoint presentations for meetings and conferences
• Perform various office management tasks, including completing expense reports, as well as special projects as assigned
• Establish and/or maintain systems related to filing, time reporting and training hours
• Support the full implementation of company practices, policies and procedures
• Obtain Notary License (if necessary)

Bring your team-focus, adaptability, and commitment to excellence, and we’ll help you grow what drives you – and deliver the world’s most challenging Operations Management projects, together.

#OMFS #BIA #OurJacobs #BoldlyMovingForward #ChallengeAccepted

Here’s what you’ll need

• High school diploma or equivalent required
• Proficient filing and numbering skills
• Proficient in the use common office software (including Microsoft Office and Excel) to accomplish administrative work
• Proven written, typing and verbal communication skills
• Valid driver’s license with no major infractions

Ideally, You’ll Also Have

• Bachelor’s degree
• 5 plus years of increasingly responsible administrative support experience
• Experience working in a human relations, accounting and public utilities operations environment.
• Advanced or specialized training in administrative support
• Proven self-starter, proactive, ability to plan, prioritize and organize workload
• Demonstrated organizational skills and ability to pay close attention to details
• Proven high level of professionalism, confidentiality, diplomacy and strong customer service skills
• Ability to travel locally to perform all the required duties of the role

Working Conditions

Safety is a core value at Jacobs. We are committed to providing a safe and healthy workplace for all employees. This position will spend a substantial amount of time performing safety sensitive labor or services.

Our health and welfare benefits are designed to invest in you, and in the things you care about. Your health. Your well-being. Your security. Your future. Employees have access to medical, dental, vision and basic life insurance, 401(k) plan, paid time off (allocated plans start date 17 days per calendar year), seven paid holidays, and caregiver leave and the ability to purchase company stock at a discount as well as legally mandated benefits.

The base salary range for this position is $52,000.00 to $58,240.00; though will be paid hourly based on hours worked. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

Job posted on August 05, 2026. This position will be open for at least 3 days.

Onsite employees are expected to attend a Jacobs Workplace on a full-time basis, as required by the nature of their role.

Your application experience is important to us, and we’re keen to adapt to make every interaction even better. If you require further support or reasonable adjustments with regards to the recruitment process (for example, you require the application form in a different format), please contact the team via Careers Support.