Project Assistant

We are looking for a highly organized, fully-onsite Project Assistant to support construction operations in Jacksonville, Florida. This Long-term Contract position is fully on-site and will play an important role in coordinating schedules, documentation, and project administration for active commercial construction work. The ideal candidate brings strong administrative experience, the ability to manage multiple priorities, and confidence working with project teams, subcontractors, vendors, and customers in a fast-paced environment.

Responsibilities:

• Able to work in our Jacksonville, Florida offices fully- onsite Monday through Friday
• Coordinate project documentation by preparing purchase orders, change documentation, and proposal-related materials while keeping records accurate and up to date.
• Support contract administration by reviewing subcontractor agreements, requesting insurance documentation, and tracking required notices for contract-based work.
• Manage outgoing project communication, including written correspondence and follow-up activities, to help keep timelines and deliverables on track.
• Assist with permitting and inspection coordination by obtaining status updates and monitoring progress for ongoing construction projects.
• Prepare and submit project submittal packages, track approvals, and follow through with vendors or stakeholders to prevent delays.
• Respond to customer service requests, organize the required paperwork, coordinate dispatch activities, and monitor each request through completion.
• Maintain well-organized project files by scanning, filing, and managing construction documents for both active and larger contract jobs.
• Track labor hours by employee and job number, compile weekly timesheet information, and provide accurate records to accounting for processing.
• Review supplier invoices for completeness and prepare them for owner approval while supporting additional office and notary-related tasks as needed.
• Able to work in our Jacksonville, Florida offices fully- onsite Monday through Friday
• At least 5 years of experience in an administrative or project support role, preferably within the construction industry.
• Strong working knowledge of Microsoft Office and comfort using construction-related platforms such as Procore, Coupa, GC Pay, or similar applications.
• Demonstrated ability to manage timelines, scheduling tasks, and multiple priorities in a fast-moving project environment.
• Experience supporting commercial construction projects, including handling permits, submittals, contracts, invoices, and construction documents.
• Excellent written and verbal communication skills with the ability to interact professionally with customers, subcontractors, vendors, and internal teams.
• Strong attention to detail, sound organizational skills, and the ability to work independently while meeting deadlines.
• Familiarity with construction accounting processes, document control, and job cost or time-tracking activities is preferred.
• Ability to complete pre-employment screening, as all candidates are required to undergo screening in a workplace committed to safety.