Project Assistant (Miami, Florida)

Karlarrabee; Miami (FL); On-site; USD 40,000 - 60,000; Full time

Job summary

Karlarrabee is seeking a Project Assistant in Miami to support project management activities for HVAC projects. The role involves managing various administrative tasks, working closely with Project Managers and field teams, maintaining project documentation, and ensuring effective communication with stakeholders.

The ideal candidate should have 1–3 years of relevant experience, strong MS Office skills, and be a proactive team player. Attention to detail and the ability to multitask in a fast-paced environment are essential.

Qualifications

• 1–3 years of experience in construction administration or project coordination, preferably in mechanical/HVAC.
• Detail-oriented and comfortable in a fast-paced environment managing multiple projects simultaneously.
• Familiar with mechanical systems and construction drawings/specifications.

Responsibilities

• Support Project Managers with day-to-day project coordination and administrative tasks.
• Help assemble bid packages and request vendor quotes.
• Prepare, submit, and track submittals for equipment.
• Maintain accurate project logs (RFIs, submittals, change orders).

Skills

Proficiency in Microsoft Office Suite

Strong organizational skills

Excellent written and verbal communication

Ability to manage multiple tasks

Team player with a proactive attitude

Education

High school diploma or equivalent

Associate's degree in Construction Management or related

Tools

Microsoft Office Suite

Procore

Bluebeam

Job description

The Project Assistant supports the Project Management team in the successful execution of commercial and institutional mechanical HVAC projects. This role provides critical administrative, coordination, and documentation support from preconstruction through project closeout. The ideal candidate is detail-oriented, proactive, and comfortable working in a fast-paced construction environment while managing multiple projects simultaneously.

KEY RESPONSIBILITIES

• Support Project Managers and Foremen with day-to-day project coordination and administrative tasks
• Help assemble bid packages: request vendor quotes, gather pricing, and compile takeoffs and supporting documentation
• Prepare, submit, and track submittals for equipment, ductwork, piping, controls, etc.; follow up on approvals and distribute to the field
• Maintain accurate project logs (RFIs, submittals, change orders, equipment/material deliveries, drawing revisions)
• Assist with RFIs: help draft, submit, track responses, and route answers to Project Managers and field personnel
• Coordinate with vendors and suppliers on pricing, lead times, and delivery dates
• Issue purchase requests and support PO processing as directed; confirm deliveries to job sites or shop
• Provide field teams with current drawings, specs, approved submittals, and updates/revisions
• Help gather and code timecards, delivery tickets, and invoices to the correct job and cost codes
• Assist in preparing change order requests (T&M summaries, backup documentation, pricing sheets) and track approvals
• Schedule project meetings, create agendas as directed, take meeting minutes, and distribute action items
• Help update short interval "look ahead" schedules and coordinate manpower/equipment needs as directed by the Project Manager
• Maintain organized electronic and paper project files in accordance with company standards
• Assist with project closeout activities: O&M manuals, warranty documentation, as built markups, and punch list tracking
• Communicate professionally with General Contractors, owners, engineers, vendors, and internal teams representing KAR Larrabee

QUALIFICATIONS

Required

• High school diploma or equivalent
• 1–3 years of experience in construction administration, project coordination, or related field (mechanical/HVAC industry strongly preferred)
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook); comfortable learning project management and construction software
• Strong organizational skills with attention to detail and accuracy
• Excellent written and verbal communication skills
• Ability to manage multiple tasks and priorities in a deadline-driven environment
• Team player with a positive, proactive attitude

Preferred

• Associate's degree or coursework in Construction Management, Business Administration, or related field
• Experience with Procore, Bluebeam, or similar construction project management platforms
• Familiarity with mechanical systems, HVAC terminology, and construction drawings/specifications
• Understanding of submittal, RFI, and change order processes in commercial construction