Administrative Assistant

L. Rose Recruiting • Maitland, FL

11h

About The Position

L. Rose Recruiting is representing BBM Structural, a structural engineering firm, in its search for an Administrative Assistant to support the Construction Administration team in Maitland, Florida. The team helps keep construction projects organized, documentation accurate, and communication flowing among project stakeholders. This role supports engineers and construction administration personnel with project coordination and day-to-day administrative work. An engineering background or prior construction industry experience is not required.

The position involves coordinating site visits, inspections, and meetings; organizing construction administration documents; tracking project items and deadlines; communicating with contractors, architects, clients, and internal teams; preparing and distributing reports; and maintaining electronic files and tracking logs. The successful candidate will be organized, detail-oriented, adaptable, proactive, and comfortable managing multiple priorities in a project-driven environment. Compensation is $19–$22 per hour, depending on experience and qualifications.

Requirements

• At least 2 years of administrative support, project administration, or coordination experience is preferred but not required.
• Proficiency in Microsoft Office, particularly Outlook, Excel, and Word.
• Strong organizational skills and the ability to manage multiple priorities and deadlines.
• Excellent attention to detail and accuracy.
• Professional written and verbal communication skills.
• Comfort learning and navigating new software applications.
• Ability to work independently while collaborating with a team.

Nice To Haves

• Familiarity with construction documents, processes, or terminology; this is a plus but not required.

Responsibilities

• Coordinate and schedule site visits, inspections, and project meetings.
• Maintain and organize construction administration documentation, including Requests for Information (RFIs), submittals, field reports, and project correspondence.
• Track outstanding project items, deadlines, and required follow-ups.
• Communicate with contractors, architects, clients, and internal engineering teams about scheduling and administrative matters.
• Prepare, format, distribute, and file construction observation reports and related documentation.
• Maintain accurate electronic project files, records, and tracking logs.
• Assist with meeting coordination, calendar management, and departmental scheduling.
• Provide day-to-day administrative and project coordination support to engineers and construction administration personnel.
• Keep track of multiple projects, schedules, and deadlines while maintaining accurate records.
• Ensure documentation is complete, accurate, and properly filed.
• Maintain clear, professional communication with internal team members and external stakeholders.
• Anticipate administrative needs, follow up on outstanding items, and help keep projects moving forward.
• Learn new software, processes, and industry terminology.
• Support engineers and other team members in a fast-paced, project-driven environment.

Benefits

• Semiannual bonus opportunities.
• 401(k) retirement plan with employer matching.
• Health insurance, including fully employer-paid plan options.
• Employer-paid dental and vision insurance.
• Life insurance, short- and long-term disability, and AD&D coverage.
• Paid holidays, PTO, and vacation.
• Health insurance coverage options for spouses and dependents.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed