Newcomb & Boyd, LLP · 2 hours ago
Administrative Assistant Project Coordinator
Jacksonville, FL
Full-time
Hybrid
Senior Level
5+ years expNewcomb & Boyd, a multi-discipline engineering firm, is looking for a Project Coordinator/Administrative Assistant in their Jacksonville office. The role involves supporting project managers with administrative tasks, coordinating project documentation, and ensuring smooth office operations.
Design
Hiring Manager
Elizabeth Albanese
Responsibilities
Project Coordination: 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
Qualification
Required
strong self-initiative and attention to details
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
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
Preferred
Minimum Five+ (5+) years of prior experience working in the AEC industry preferred
Benefits
401(k) plan with company match
Employee and family social events
Health and fitness programs
Many additional benefits
Company
Newcomb & Boyd, LLP
Newcomb & Boyd is a market leader in providing clients with intuitive, intentional engineering solutions.
201-500 employees
H1B Sponsorship
Newcomb & Boyd, LLP has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (2)
2024 (2)
2023 (2)
2022 (1)
2021 (1)
2020 (1)
Funding
Current Stage
Growth StageLeadership Team
Adam Bare
Partner
Andrew Dymek
partner
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