Admin Assistant - Procurement Support

GFT.•Miami, FL

9d•Onsite

About The Position

GFT is seeking an Administrative Assistant to support PortMiami procurement and contracting activities, including contract documentation, agreement management, and operational functions that advance capital improvement and infrastructure initiatives. The role works with PortMiami staff and project teams, both independently and collaboratively, to prepare, review, track, and administer procurement documents, agreements, and work orders while following established procedures and requirements. The assignment is initially six months, with the possibility of a six-month extension. It is full-time and 100% in-office at PortMiami, 1080 Caribbean Way, Miami, FL 33132. Flexible working hours are permitted, and Port-specific procurement training will be provided as needed. Core business hours are 8:00 AM–5:00 PM. GFT is a privately held AEC firm with more than 5,000 employees. The company describes its work as connecting transportation, water, power, and buildings, and emphasizes strong client relationships, creativity, and a personal approach. GFT is an Equal Opportunity Employer and requires successful completion of a criminal background check for advertised positions.

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.
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 substitute 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 the preparation, review, processing, and administration of 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 the evaluation, organization, and analysis of 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 procurement methods.
Maintain accurate documentation and ensure confidentiality of procurement-related information.
Adhere to applicable health, safety, quality, and organizational requirements.