I & E Construction is a fast-growing, family-owned, full-service general contractor seeking an experienced Project Administrator to join our Florida team.
At I & E, our people come first. We’re committed to supporting career development, offering clear paths for growth and promotion, and maintaining a small-company atmosphere where every team member is valued.
Integrity and Excellence aren’t just part of our name they’re the principles that guide everything we do. From how we treat our employees to how we deliver each project; these values lead the way and set the standard for our success.
BASIC FUNCTIONS:
The Special Projects Administrator provides administrative, financial, and operational support for the Special Projects & Maintenance Division within the Florida region. This role supports estimating, project setup, documentation, invoicing, and coordination across internal teams, subcontractors, and clients.
The position is responsible for maintaining organization, accuracy, and accountability across project documentation, financial processes, and workflows, including support for restoration, mitigation, and Florida-based project requirements when applicable.
ROLE & RESPONSIBILITIES:
Pre-Administrative & System Support
- Provide administrative support for all Special Projects and Maintenance work orders.
- Assist with project setup, including job numbers, folders, and system entry within Vista, Autodesk, or related platforms.
- Maintain organized job files, documentation, and tracking logs to ensure accuracy and accessibility.
- Support internal teams with workflow processes, documentation standards, and system usage.
- Assist with coordination of Florida-based project documentation, including restoration or mitigation records when applicable.
Financial Coordination & Invoicing
- Support invoicing processes for projects, including preparation, tracking, and submission.
- Assist with work order and invoice review to ensure accuracy and completeness.
- Track time entries, job costs, and financial data to support project accuracy.
- Support Accounts Receivable processes, including tracking outstanding invoices and follow-up coordination.
- Assist with WIP reporting and provide updates related to project financials.
Contracts, Insurance & Compliance
- Assist with preparation and organization of contracts, subcontracts, and related documentation.
- Request, collect, and track subcontractor insurance certificates and compliance documentation.
- Maintain organized records ensuring all required documents are current and complete.
- Support compliance with company standards and applicable Florida project and insurance requirements.
Project Coordination & Support
- Support Project Managers and Estimators with administrative tasks throughout the project lifecycle.
- Assist with change order documentation, tracking, and processing.
- Help ensure projects are properly documented from initiation through closeout.
- Coordinate communication between internal teams, subcontractors, and vendors as needed.
Operations & Reporting
- Maintain logs, reports, and tracking tools to support operational efficiency.
- Assist with data entry, reporting, and project tracking across the division.
- Help ensure deadlines, deliverables, and documentation requirements are met.
Office & Team Support
- Support daily office coordination related to Special Projects operations.
- Assist in maintaining an organized and professional work environment.
- Provide general administrative support to the division as needed.
Training & Process Support
- Assist with implementation of workflows, procedures, and documentation standards.
- Identify areas for process improvement and support implementation of solutions.
EDUCATION/QUALIFICATIONS:
- Strong administrative, organizational, and coordination skills.
- Experience supporting construction, restoration, or project-based environments preferred.
- Familiarity with project management or ERP systems such as Vista or Autodesk (preferred).
- Strong attention to detail and ability to manage multiple priorities.
- Basic understanding of project documentation, contracts, and invoicing processes.
- Effective written and verbal communication skills.
- Ability to work independently while collaborating with project teams.
- Professional discretion and ability to manage confidential information.
BENEFITS:
- Competitive Wage
- Paid Time Off
- Medical Insurance
- Dental Insurance
- Vision Insurance
- 401k Plan
Work Location: In Person
I&E Construction is an equal-opportunity employer. Employees and applicants will not be discriminated against based on race, color, religion, sex, national origin, sexual orientation, physical or mental disability, age, protected genetic information, status as a parent, marital status, or political affiliation.
Job Type: Full-time
Pay: $20.00 - $30.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Ability to Relocate:
- Orlando, FL 32822: Relocate before starting work (Required)
Work Location: In person
