Project Coordinator/Admin Assistant

NEWCOMB & BOYD LLP • Jacksonville, FL

2d • Hybrid

About The Position

Newcomb & Boyd, a multi-discipline engineering firm in Jacksonville, Florida is looking for a Project Coordinator/Administrative Assistant with strong self-initiative and attention to details to be the firm’s Administrative Resources groups’ representative in the Jacksonville office. What makes working at Newcomb & Boyd so rewarding: You’ll contribute to high-impact projects that shape the future of sustainable, intelligent design. From groundbreaking research labs to innovative learning environments, you will help create facilities for the world’s top healthcare systems, leading universities, and Fortune 500 companies. As a firm that has been in business for over 100 years, you will have ample opportunities for professional growth and the ability to collaborate with an interdisciplinary team of experts.

Requirements

• Uphold a strong service orientation and an ability to establish and maintain effective working relationships with employees and office management
• Self-initiative, a positive team attitude, and strong attention to detail and quality
• Maintain complete confidentiality and adhere to the firm’s core values
• Possess a strong work ethic and a willingness to assume new tasks
• Ability to communicate clearly, concisely and effectively, with staff at all levels, in written and verbal communication
• Must be able to lift 30-lbs, with or without accommodations
• Proficiency with Microsoft Word, Outlook, and Excel
• Minimum Five+ (5+) years of prior experience working in the AEC industry preferred

Responsibilities

• Assist project managers (PMs) with tracking, downloading, uploading Requests for Information (RFIs) and submittals during the Contract Administration phase.
• Assign RFIs and submittals to project team members and follow progress to ensure deadlines are met.
• Upload documents to DocuSign and assist PMs ensuring accurate information is in the Unanet project database for each project.
• Provide additional support for non-technical administrative tasks for PMs as needed.
• Assist with production and distribution of site visit reports.
• Download documents from client and contractor project management sites.
• Edit proposals, reports, studies, and letters.
• Process project specifications using RIB SpecLink
• Book travel as requested for staff such as flights, hotel, rental cars.
• Collaborate with HR and IT to ensure a smooth first day for new hires.
• Assist with employee terminations by collaborating with IT to confirm equipment is returned in good and operating condition.
• General office management including but not limited to, maintaining office and printer supplies, personal protective equipment (PPE) and first aid kits.
• Plan and execute office events including office lunches, client visits, a summer family outing, winter holiday party, team building, and special events coordinated with our marketing team.
• Kitchen management, including clean counters and refrigerators, filters changed when required, coffee and tea supplies ordered and maintained, and basic kitchen supplies, such as paper towels, and ordered and maintained.
• Maintain and coordinate site visit items, including the tool kit, commissioning supplies, hard hats, and safety vests.
• Coordinate with building management including but not limited to office access, fobs, door lock system, parking placards, keys, employee roster, and emergency procedures.
• Send and receive mail and packages from delivery services.
• Ensure a comfortable work environment for guests and employees by maintaining clean conference rooms and stocked drinks and snacks.
• Notarize documents as needed.

Benefits

• We offer a flexible, hybrid work schedule, 401(k) plan with company match, employee and family social events, health and fitness programs, and many additional benefits.

What This Job Offers

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