Construction Project Assistant Jobs in Hialeah, FL

Construction Project Administrator (Northeast Broward County, Florida)

A growing commercial construction firm committed to delivering quality projects while building strong relationships with clients, consultants, subcontractors, and team members. We are seeking a Project Administrator who thrives in a fast-paced environment and enjoys being the organizational backbone of multiple construction projects.

POSITION SUMMARY:

The Project Administrator reports directly to a Senior Project Manager and provides administrative and project support for multiple active construction projects from preconstruction through closeout.

This role is responsible for maintaining project documentation, coordinating communication, tracking critical project activities, supporting project financial administration, and helping ensure projects remain organized, compliant, and moving forward.

The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities simultaneously while supporting a team of construction professionals.

YOU WOULD BE RESPONSIBLE FOR:

Project Documentation & Control

• Maintain electronic project files
• Establish and maintain project filing structures
• Manage document control processes
• Maintain current project drawings and document revisions
• Track and distribute updated plans, specifications, bulletins, and addenda
• Ensure project records are accurate, complete, and current
• Maintain ShareFile and project management software documentation

RFIs & Submittals

• Prepare, log, distribute, and track Requests for Information (RFIs)
• Maintain accurate RFI logs and follow up on outstanding responses
• Prepare, distribute, and track submittals
• Maintain submittal logs and approval status reports
• Coordinate communication between consultants, subcontractors, vendors, and project teams regarding RFIs and submittals
• Track material approval status and outstanding items

Permitting & Compliance

• Assist with permit application preparation and submission
• Track permit status and permit logs
• Monitor permit revisions, comments, and approvals
• Coordinate required inspections and documentation
• Maintain project compliance documentation
• Process and track Notice to Owner (NTO) documentation
• Track insurance certificates and subcontractor compliance requirements

Contracts & Financial Administration

• Assist with subcontract and purchase order documentation
• Track contract execution status
• Maintain subcontractor and vendor documentation
• Support invoice processing and documentation
• Assist with project billing documentation and draw support
• Track change order documentation and approvals
• Support cost reporting and project financial administration

Meeting & Communication Coordination

• Schedule project meetings
• Prepare meeting agendas
• Attend meetings as required
• Prepare and distribute meeting minutes
• Track action items and follow-up responsibilities
• Coordinate communication between project managers, field personnel, consultants, clients, and subcontractors
• Maintain project contact lists and distribution groups

Project Support

• Support project startup activities
• Coordinate project closeout requirements
• Assemble closeout documentation packages
• Collect warranties, as-built drawings, operations manuals, and turnover documentation
• Support project schedules and milestone tracking
• Assist Senior Project Managers with reporting requirements
• Coordinate travel and expense reporting as needed
• Provide day-to-day administrative support to project leadership

DO YOU HAVE WHAT IT TAKES?

Required

• Minimum 3 years of experience in a Project Administrator, Construction Administrator, Project Coordinator, or similar construction support role
• Experience supporting multiple construction projects simultaneously
• Strong organizational and time-management skills
• Excellent written and verbal communication abilities
• High attention to detail and follow-through
• Strong problem-solving and prioritization skills
• Proficiency with Microsoft Office Suite including Outlook, Word, Excel, and Teams

Preferred

• Commercial construction experience
• Experience supporting national or multi-site construction programs
• Experience with permitting, RFIs, submittals, contracts, change orders, and project closeout documentation
• Experience with ShareFile and construction management software platforms
• Experience working with General Contractors, Owners, Developers, or Construction Management firms

HOW IS SUCCESS MEASURED:

The successful Project Administrator will be known for:

• Keeping projects organized and moving forward
• Maintaining accurate and timely project documentation
• Following through on commitments and deadlines
• Supporting project managers proactively
• Anticipating project administrative needs before issues arise
• Communicating effectively with internal and external stakeholders
• Helping project teams deliver successful projects

WHY YOU WANT THIS OPPORTUNITY:

This is an opportunity to become a key member of a growing construction team where your organizational skills, attention to detail, and ability to support project execution will have a direct impact on project success. If you enjoy being the person who keeps projects organized, information flowing, and teams operating efficiently, we encourage you to apply.

COMPENSATION & BENEFITS:

• $75,000 - $85,000 annually
• Bonus
• 401(k) with Company Contribution
• Paid Time Off and Holidays
• Professional working environment

If you’re ready for your next strategic step, Florida Construction Connection is the industry-rooted partner that guides construction professionals to aligned roles.

DOES THIS SOUND LIKE THE CAREER YOU ARE LOOKING FOR?

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