Admin Assistant - Procurement Support

GFT • Miami, FL

7d • Onsite

About The Position

GFT is seeking an Administrative Assistant - Procurement Support to support PortMiami procurement and contracting activities. The role provides administrative and procurement-related support for contract and project delivery, including preparing, reviewing, tracking, and administering procurement documents, agreements, and work orders. The successful candidate will work independently and collaboratively with PortMiami staff, project teams, consultants, contractors, and other stakeholders, helping ensure procurement materials are accurate and handled in accordance with established procedures and requirements.

The position supports capital improvement and infrastructure initiatives and may involve a range of project delivery methods, including Design-Bid-Build, Design-Build, and Progressive Design-Build. It is a full-time, initial six-month assignment with the possibility of a six-month extension. The role is 100% in-office at PortMiami, with flexible working hours permitted. Port-specific procurement training will be provided as needed. Core business hours are 8:00 AM–5:00 PM.

Requirements

• At least 3 years of administrative, procurement, contract administration, or project support experience.
• Experience supporting procurement processes, contract administration, or agreement management activities.
• Strong organizational, analytical, and problem-solving skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple assignments and priorities in a fast-paced environment.
• Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and Teams.
• Strong attention to detail and commitment to accurate, high-quality work products.
• Ability to work independently, take initiative, and move assignments forward with minimal supervision.
• Strong document management and record-keeping skills.
• Experience coordinating with multiple stakeholders and managing competing deadlines.
• Associate's or Bachelor's degree in Business Administration, Public Administration, Construction Management, Project Management, Communications, Finance, or a related field preferred; relevant experience may be substituted for education.

Nice To Haves

• Experience preparing, reviewing, or administering Professional Services Agreements (PSAs).
• Familiarity with contract language, procurement documentation, and contract administration best practices.
• Experience preparing, reviewing, and managing work orders.
• Experience reviewing and evaluating consultant or contractor proposals.
• Knowledge of public-sector procurement processes and procedures.
• Experience supporting transportation, maritime, aviation, facility, or infrastructure projects.
• Understanding of Design-Bid-Build (DBB), Design-Build (DB), and Progressive Design-Build project delivery methods.
• Constructability review experience or construction-related procurement experience.
• Experience working with local government, port authorities, or public agencies.

Responsibilities

• Assist with preparing, reviewing, processing, and administering procurement and contract documentation.
• Support the development, review, and management of Professional Services Agreements (PSAs).
• Assist project teams with contract administration, including maintaining records and tracking contract actions.
• Prepare, review, and coordinate work orders and supporting documentation.
• Review procurement packages for completeness, accuracy, and compliance with established procedures.
• Assist with evaluating, organizing, and analyzing consultant and contractor proposals.
• Maintain procurement files, records, logs, and document control systems.
• Coordinate with internal staff, consultants, contractors, and stakeholders to facilitate procurement and contracting activities.
• Track procurement schedules, deliverables, and key contract milestones.
• Support procurement activities associated with capital improvement and infrastructure projects.
• Assist with preparing reports, presentations, correspondence, and other project-related deliverables.
• Apply established procurement practices, administrative procedures, and agency requirements to assigned tasks.
• Support project delivery using Design-Bid-Build (DBB), Design-Build (DB), and Progressive Design-Build methods.
• Maintain accurate documentation and ensure confidentiality of procurement-related information.
• Adhere to applicable health, safety, quality, and organizational requirements.

Benefits

• Hybrid (in-person and remote) work environment, as listed in Featured Benefits.
• Comprehensive benefits package, including wellness programs, parental leave, and pet insurance.
• Medical, dental, vision, disability, and life insurance.
• Tax-deferred 401(k) savings plan.
• Competitive paid-time-off (PTO) accrual.
• Tuition reimbursement for continued education.
• Professional development, internal and external training programs, and support for participation in professional organizations.
• Incentive compensation for eligible positions.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree