Administrative Assistant / Project Administrator

Stratus Team•Fort Lauderdale, FL

9d•Hybrid

About The Position

The Administrative Assistant / Project Administrator provides comprehensive administrative and operational support to technical and business teams within the Architecture, Engineering, and Construction (AEC) environment. This role is responsible for coordinating administrative activities, managing documentation, supporting project teams, assisting with client communications, and ensuring efficient office operations. The Administrative Assistant serves as a key point of coordination among project managers, technical staff, clients, vendors, and internal departments, contributing to the successful execution of projects and business operations.

Requirements

Associate degree in Business Administration, Office Administration, or related field preferred.
Minimum of 3 years of administrative support experience.
Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.

Nice To Haves

Experience supporting architecture, engineering, construction, consulting, or professional services organizations.
Experience with project management software, document management systems, or ERP platforms such as ProCore, NewForma and Bluebeam.
Experience assisting with proposal development, marketing support, or client-facing documentation.
Familiarity with AEC project lifecycles, terminology, and business operations.

Responsibilities

Assist in preparing, organizing, and maintaining construction project files, including contracts, drawings, and correspondence.
Support the review and processing of basic construction documents such as submittals, RFIs, and meeting minutes.
Help track schedules and project updates in coordination with administrators and project managers.
Attend internal team meetings, taking notes, and distributing summaries as needed.
Manage data entry and upkeep of project management systems and logs.
Provide general administrative support including scheduling, filing, scanning, typing and communication support.
Follow up with clients, contractors and consultants under supervision to gather information or distribute documents.
Maintain confidential employee, client, financial, and business information with discretion and professionalism.
Support office operations, including supply management, facility coordination, and general administrative functions.
Assist with onboarding activities for new employees, including scheduling, documentation preparation, and coordination with internal departments.
Assist with invoice processing, vendor coordination, purchase requests, and project-related administrative tasks.
Coordinate travel arrangements, expense reporting, and reimbursement documentation for assigned team members.
Provide administrative support to project managers, architects, engineers, and leadership teams to ensure efficient daily operations.
Prepare, format, edit, and distribute professional correspondence, reports, proposals (as needed), contracts, presentations, and project documentation.