Assistant Project Manager

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 Application Instructions Interested candidates can submit a resume and brief cover letter to . Please include Administrative Assistant – Gainesville in the subject line. #J-18808-Ljbffr