Assistant Project Administrator

Position Overview

The Assistant Project Administrator will support the current Project Manager during planning, coordination, and execution of projects in both design & construction for municipal and government clients. This role involves assisting the Project Manager with project schedules, budget, stakeholder communications and public outreach, permitting, construction oversight, meetings, and coordination with residents, businesses, engineering teams, contractors, and various other public agencies.

Key Responsibilities

Project Administration and Coordination

• Assist the Project Manager in overseeing projects from planning through construction and project close-out.
• Coordinate project schedules, milestones, and deliverables with internal teams, consultants, contractors, stakeholders and government agencies.
• Track project progress, action items, and support schedule updates to ensure deadlines are met.
• Maintain project documentation including meeting minutes, reports, and project files.

Client & Stakeholder Communication

• Support the PM during the project working with municipalities, residents and businesses, utility providers, and other key stakeholders.
• Support client meetings and public information outreach related to ongoing projects.
• Support with obtaining utility easements.
• Prepare and/or present project updates, status reports, and presentations for clients and stakeholders.
• Assist the PM with coordinating communication between city staff, regulatory agencies, utility owners, and contractors.

Permitting & Regulatory Compliance

• Ensure project documentation complies with regulatory requirements and municipal standards.
• Assist in tracking permit approvals.

Construction & Contractor Coordination

• Coordinate with construction contractors, utility owners, and engineering consultants.
• Assist with reviewing contractor submittals, schedules, payment applications, and project documentation.
• Help monitor construction progress and assist in resolving project issues.

Budget & Financial Tracking

• Assist in tracking project budgets, invoices, and cost projections.
• Review contractor pay applications and support cost reporting.
• Help identify potential cost impacts and support mitigation strategies.

Documentation & Program Administration

• Maintain organized project records and documentation.
• Prepare reports, correspondence, and meeting summaries.
• Support preparation of project proposals, scopes of work, and contract documentation.

Required Qualifications

• BA in Engineering or Construction Management.
• 2–5 years of experience in design & construction project coordination, utility coordination, and construction management.
• Basic knowledge of utility infrastructure systems, design and construction plan review, site inspections and CEI.
• Familiarity with municipal project processes, permitting, and public infrastructure projects.
• Strong organizational, communication, and problem-solving skills.
• Ability to manage multiple tasks and deadlines in a fast-paced environment.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint).

Preferred Qualifications

• EIT certification OR progress toward PMP certification is a plus.
• CEI experience.
• CTQP certifications
• Knowledge of municipal procurement processes and government contracts.
• Experience coordinating with a wide variety of entities: i.e. utility companies, municipalities, or residents/businesses and other stakeholders.

Key Skills

• Project coordination and scheduling
• Stakeholder and client communication
• Budget and cost tracking
• Regulatory and permitting coordination
• Construction oversight support
• Documentation and reporting

Work Environment

• Combination of office work, municipal meetings, and field visits to project sites.
• Collaboration with municipal staff, residents, businesses, engineers, contractors, and utility providers.
• Some travel to project locations may be required.

Pay: $70,000.00 - $90,000.00 per year

Benefits:

• Flexible schedule
• Paid time off
• Professional development assistance

Education:

• Bachelor's (Required)

Experience:

• utility infrastructure construction project coordination: 2 years (Required)

License/Certification:

• Engineer in Training (Preferred)

Work Location: Hybrid remote in Sarasota, FL 34236

Salary : $70,000 - $90,000