Senior Project Administrator

RLF

Orlando (FL)

On-site

USD 50,000 - 70,000

Full time

14 days+

Get more replies from employers

Send a job-specific resume in minutes.

Benefits offered by this job

Flexible Work Schedules

PTO and holidays

Paid Health, Dental and Vision Coverage

401(k) with Company Match

Wellness Incentives

Job summary

A recognized architecture firm in Orlando, FL is seeking a Senior Project Administrator to provide operational and administrative support on complex projects. The ideal candidate will have at least five years of relevant experience and strong organizational skills, ensuring smooth project coordination from planning through construction. Responsibilities include assisting project managers, managing documentation, and maintaining project schedules. Competitive benefits and a collaborative work environment are offered.

Qualifications

Minimum of five years of experience in a project administration role within an A/E/C environment.
Strong understanding of A/E industry workflows, terminology, and document types.
Proficient in Microsoft Office Suite; familiarity with Deltek Vantagepoint, Adobe, Newforma, Bluebeam, or similar platforms is a plus.

Responsibilities

Provide support throughout the project lifecycle.
Assist PMs in executing project action plans.
Serve as a liaison between project teams and contractors.
Maintain project records in accordance with standards.
Manage server-based file systems in alignment with project protocols.

Skills

Attention to detail

Problem-solving

Multitasking

Organizational skills

Excellent communication skills

Education

High School Diploma

Associate or Bachelor’s Degree

Tools

Microsoft Office Suite

Deltek Vantagepoint

Adobe

Bluebeam

Job description

Join to apply for the Senior Project Administrator role at RLF

1 day ago Be among the first 25 applicants

Join to apply for the Senior Project Administrator role at RLF

Get AI-powered advice on this job and more exclusive features.

Join a team where design meets purpose. At RLF, our mission is to create high-performing environments that inspire and nurture the human spirit. For over 90 years, we have been a nationally recognized architecture, engineering, and interior design firm. With a focus on healthcare and federal projects, we deliver impactful, innovative spaces that shape communities and improve lives. We create exceptional places for extraordinary people.

We’re a passionate, collaborative team that values excellence, relationships, and fun. If you're looking to make a difference through meaningful work, let’s build something great together.

The Senior Project Administrator will work closely with Project Managers (PMs), Architects, Engineers, and consultants to provide critical operational and administrative support on multiple complex projects. This role ensures the smooth coordination of documentation, scheduling, reporting, and project communications from planning through construction.

Responsibilities

Provide support throughout the project lifecycle.
Assist PMs in executing project action plans and monitoring budgets, schedules, and deliverables to ensure alignment with project scope and timelines.
Assist with project setup and closeout tasks, including milestone tracking and final documentation organization.
Serve as a liaison between project teams, consultants, and contractors to facilitate timely communication and task completion.
Maintain project records in accordance with company and client standards.
Ensure accurate project data entry across platforms (e.g., VantagePoint, ProjNet/DrChecks).
Administer project documentation including submittals, meeting minutes, and schedules.
Coordinate and maintain project documentation in both electronic and hard copy formats. Responsibilities include collecting documentation, coordinating with project team members, assembling project manuals, burning CDs, and organizing files through proper importing, storing, and tracking methods.
Provide effective communication and coordination of project submittal documentation, including assembly and quality control at each project phase.
Assemble and prepare design submittals and RFP packages for timely delivery to clients. Tasks include organizing mailings from print vendors, preparing packages, and arranging UPS shipment.
Proofread, edit, and format project documentation at the request of project managers and team members.
Manage server-based file systems in alignment with project filing protocols.
Create and manage project-related data using Microsoft Office (Word and Excel), with an emphasis on advanced features for formatting, editing, and layout.
Leverage PDF software tools (Adobe, Bluebeam) to complete forms, combine files, enter and bookmark data, and support project documentation.
Maintain and coordinate project schedules, including calendar management in MS Outlook, resource tracking in Deltek VantagePoint, and ongoing updates to task lists and milestones to support project delivery.
Support Project Managers with budget and invoicing tasks, including monitoring project spending and generating reports using internal systems.
Mentor junior administrative staff and help standardize project admin procedures firmwide.
Flexibility in work hours, including occasional extended hours, may be required to meet project deadlines and business needs.
Other duties as assigned.

Requirements

High School Diploma. Associate or bachelor’s degree preferred.
Minimum of five years of experience in a project administration role within an architecture, engineering, or construction environment.
Strong understanding of A/E industry workflows, terminology, and document types.
Excellent attention to detail, problem-solving, multitasking, and organizational skills.
Proven ability to manage competing deadlines across multiple active projects in a fast-paced environment.
Excellent written and verbal communication skills.
Collaborative mindset and proactive approach to problem solving.
Strong interpersonal, client service, and emotional intelligence skills.
Proficient in Microsoft Office Suite; familiarity with Deltek Vantagepoint, Adobe, Newforma, Bluebeam, or similar platforms is a plus.
Flexible Work Schedules
PTO and holidays
Paid Health, Dental and Vision Coverage
401(k) with Company Match
Paid Short & Long-Term Disability
Paid Life and AD&D benefits
Employee Assistance Program
Supplemental Life and Ancillary Insurance Plans
Professional Certification Reimbursement
Professional Organization Membership Reimbursement
Wellness Incentives
Tuition Reimbursement
Student Loan Assistance
Identity Theft Plan and Legal Plan
Pet Insurance

Background Check and Drug Testing Information

RLF conducts background checks and drug screening after an offer of employment has been made. Criminal history will not automatically disqualify a candidate. In addition, during employment individuals may be required by RLF or an RLF client to successfully complete additional background checks, including motor vehicle record as well as drug testing.

Agency Disclaimer

All vendors must have a signed RLF Placement Agreement from the Director of Human Resources to receive payment for placement. Verbal or written commitments from any other member of the RLF staff will not be considered binding terms. All unsolicited resumes sent to RLF, and any resume submitted to any employee outside of RLF Human Resources, will be considered property of RLF. RLF will not be held liable to pay a placement fee.

RLF is not accepting applications for sponsorship at this time (e.g., H-1B or TN Visas).

EEO Statement

RLF is committed to attracting and retaining top talent by fostering a creative, inclusive, and respectful work environment. We consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, veteran status, citizenship status, or any other characteristic protected by applicable federal, state, or local laws. RLF is proud to be an equal opportunity employer and encourages candidates from all backgrounds to apply.

Seniority level