Project Assistant Coordinator-2609100LH02

Ardmore Roderick•Orlando, FL

10d•$60,008 - $74,984•Onsite

About The Position

Ardmore Roderick is seeking a Project Assistant Coordinator to join their Orlando team. This position provides essential administrative, organizational, project-coordination, and document-control support to the Orlando office, project teams, accounting personnel, employees, subcontractors, vendors, and visitors. The role is crucial for maintaining accurate records, coordinating office and project activities, supporting project billing and procurement documentation, preparing professional deliverable packages, and facilitating timely communication among internal and external stakeholders. This is an office-based support role with the possibility of occasional local travel or event support. It's important to note that this position does not independently approve financial transactions, create technical, pricing, scope, or contractual content, or make contractual commitments on behalf of the company.

Requirements

High School Diploma
2+ years of administrative support experience
Proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint/OneDrive
Strong written and verbal communication, organization, time-management, follow-through, customer-service, and attention-to-detail skills
Ability to manage multiple priorities, maintain accurate records, meet deadlines, work effectively with limited supervision, and communicate professionally with employees, clients, subcontractors, vendors, and visitors
Ability to handle confidential employee, client, project, financial, and security-related information with professionalism and discretion
Valid driver's license and reliable transportation for occasional local errands, meetings, or events, if required
Have a team player mindset with the ability to communicate proficiently in written and verbal forms
Have good to great organizational skills

Nice To Haves

Bachelor’s Degree in business administration, construction management, communications, accounting support, or a related field
Administrative or document-control experience in architecture, engineering, construction, or professional services
Experience supporting proposal preparation, project records, procurement documentation, invoices, RFIs, submittals, PCOs, or subcontractor agreements
Experience coordinating onboarding, secure-facility badging, office events, community outreach, or volunteer activities
Ability to learn and use company and client systems for document management, accounting support, project tracking, security access, and collaboration

Responsibilities

Assist Project Managers and operations teams with proposals, qualifications, presentations, contract proposals, booklets, and final deliverable packages by gathering required documentation and formatting, combining, editing, bookmarking, organizing, quality-checking, and distributing materials using Adobe Acrobat, Bluebeam Revu, Microsoft 365, and other approved applications.
Coordinate meetings, conferences, training sessions, and related activities, including scheduling, preparing and distributing handouts, arranging approved meals, coordinating travel, and providing administrative and logistical support.
Assist with project billing, accounts payable, and procurement coordination by organizing and tracking invoices, receipts, approved material and equipment orders, vendor forms, credit-card purchase documentation, and related correspondence. Maintain supporting logs, follow up on missing documentation, and work with Accounting and other departments to ensure records are accurate and complete.
Provide administrative document-control support for requests for information (RFIs); submittals; potential change orders (PCOs); subcontractor master agreements; transmittals; and related project records. Enter information supplied by responsible personnel, maintain logs, route documents for review, control document versions, file records, and support distribution.
Track project deliverables, compliance requirements, action items, and due dates by setting up and maintaining project files, logs, trackers, and data-entry records in systems such as Deltek, Newforma, Procore, Microsoft 365, SharePoint, OneDrive, and other approved company or client platforms.
Provide day-to-day administrative support to the Orlando office and internal business units, including Administration, Human Resources, Marketing, Accounting, and Operations. Responsibilities include answering and routing calls, assisting visitors, maintaining calendars and files, coordinating meetings, providing front-desk coverage, tracking and stocking office supplies, placing approved orders, and completing correspondence, data entry, copying, scanning, filing, shipping, and distribution.
Assist with employee onboarding and coordinate badge requests for employees, subcontractors, vendors, and visitors requiring access to secure client facilities. Track requests, appointments, expiration dates, access instructions, and required documentation while protecting confidential information.
Plan and coordinate company meetings, employee events, training sessions, outreach activities, volunteer events, and team communications. Support scheduling, travel, approved purchases, event logistics, information distribution, and related administrative follow-up.
Track company licenses, memberships, certifications, and renewal dates, and coordinate associated documentation, notifications, and administrative follow-up.
Perform other related administrative and project-support duties consistent with the responsibilities and authority of the Project Assistant Coordinator position.