Job Summary
CT Mechanical is seeking a Project Management Administrative Assistant to support our Orlando-based commercial project team. This role is responsible for executing the essential, recurring administrative tasks that keep our mechanical, plumbing, and pipefitting projects on track. This is not a project leadership role — rather, it’s an execution-focused position ideal for someone organized, process-oriented, and reliable.
Key Responsibilities
- Notice of Commencement (NOC) Collection:
Coordinate and collect NOCs from clients and ensure internal logs are up to date.
- Notice to Owner (NTO) Filing:
Prepare, file, and track all NTOs and confirm proper documentation is stored for each job.
- Permitting Support:
Assist with the submission, tracking, and document retention of permit applications and approvals.
- Certificate of Insurance (COI) Management:
Request, collect, and file job-specific COIs from subcontractors and vendors; verify expiration dates and compliance.
- Purchase Order (PO) Tracking:
Maintain internal PO logs, confirm issuance, and monitor for completion or delivery follow-up.
- Document Filing & Job Folder Organization:
Maintain digital job folders with all updated project-related files, including signed contracts, logs, submittals, COIs, and NTO/NOC documents.
- Routine Communication:
Draft and send templated follow-up emails to vendors, GCs, municipalities, and project partners as directed.
- Administrative Support for APMs/PMs:
Handle calendar invites, meeting note summaries, and other admin tasks as assigned.
- Front Office & Phone Support:
Serve as a local point of contact for inbound phone calls or office inquiries related to Gainesville projects.
Qualifications
- Education:
High school diploma or equivalent required; college coursework or associate degree in construction admin, office management, or similar a plus.
- Experience:
1–2 years in an administrative support role (construction experience preferred but not required).
- Skills:
- Proficient in Microsoft Office (especially Excel and Outlook)
- Familiar with basic permitting and construction documentation
- Excellent organizational habits and attention to detail
- Strong written and verbal communication skills
- Willingness to learn and adapt quickly
About CT Mechanical
Founded in 2014, CT Mechanical, a division of Comfort Temp Company, delivers high-quality mechanical contracting solutions across Florida. Our Gainesville branch plays a key role in commercial construction success throughout North Central Florida. We’re driven by our core values:
Do what you say. Do what it takes. Walk with purpose. Do the right thing.
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