Project Administrative Assistant

Encore Fire Protection•Middletown, CT

About The Position

Are you interested in project administration but not sure where to start? This is your opportunity to get your foot in the door and build a meaningful career. At Encore, we believe great project administrators aren’t defined by what they know on day one—they’re defined by their attitude, determination, and willingness to learn. As a Project Administrative Assistant, you’ll play a key role in supporting our project management team while gaining hands-on experience in a fast-paced, team-oriented environment. This is an entry point into an organization that values ambition and rewards hard work, with real opportunities to grow your career.

Requirements

A friendly, energetic personality that shines through in both verbal and written communication.
A strong customer-first mindset with a genuine desire to help others.
Willingness to learn, try new things, and adapt in a dynamic environment.
Strong focus and attention to detail.
A team-first attitude and collaborative mindset.
Ability to problem solve with empathy and logical thinking.
Comfort performing light physical tasks, including occasional use of tools to collect field data.
Administrative experience is preferred but not required.

Nice To Haves

A proactive, “figure it out” mentality and strong sense of ownership.
Experience working in a fast-paced or service-oriented environment.
Strong organizational habits and ability to manage multiple priorities.
Interest in building a long-term career in project coordination or administration.
Comfort interacting with a wide range of stakeholders, both internal and external.

Responsibilities

Act as a liaison between contractors, engineers, and internal teams to support schedules, permits, inspections, and work orders.
Provide administrative support to the project management team across multiple active projects.
Prepare and maintain project and building files, ensuring accuracy and completeness.
Submit permit applications for fire sprinkler installation projects and coordinate with the appropriate governing authorities.
Partner with project managers to determine permit requirements and ensure timely submissions.
Track the construction process and coordinate inspection appointments to keep projects moving forward.
Monitor and manage all permit activity, including upcoming, submitted, and completed applications.
Manage certificates of insurance and ensure compliance with building requirements.
Assist in preparing daily, weekly, and monthly project status reports.
Travel approximately 5–10 hours per week to job sites as needed.

Benefits

Competitive Salary: Compensation commensurate with your experience, with the opportunity to earn performance-based bonuses tied to your personal effectiveness and contributions to the team.
Purpose-Driven Work Environment: We believe in working smarter, not harder. You’ll be part of a culture that values results, and we empower our team to focus on impactful work.
Flexible Dress Code: Upon joining, you’ll receive branded Encore swag, and we believe in dressing for the objective, not the occasion. Most days, you can enjoy a casual work environment, but we’ll dress up when the situation calls for it.
People-Focused Culture: We know our greatest strength is our people. That’s why we’ve built a culture that encourages experimentation, learning, and improving together. You’ll have the space to share your ideas and help shape a company that is constantly growing.
Tools for Success: Access to leading-edge web-based productivity tools.
Health and Wellness: Comprehensive medical, dental, and vision coverage to keep you and your family healthy.
Retirement Planning: Participation in our Fidelity 401(k) plan with a company match, helping you save for your future.
Life Insurance: Company-paid life insurance policy of $50,000 to give you peace of mind.

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