Project Assistant Coordinator-2609100LH02

About Us
Ardmore Roderick is a full-service infrastructure solutions firm that specializes in Utilities, Transportation, Aviation, Rail and Transit, Building and Facilities Projects. We are headquartered in Chicago, IL with offices in Florida, Illinois, North Carolina, Ohio, Pennsylvania, Tennessee and Texas.

Our Vision
Reimagining infrastructure to improve lives and communities

Our Mission
Transforming communities by empowering the best minds to deliver innovative infrastructure solutions.

Our Values
We Care: especially about excellence, impact, innovation, inclusion and safety

Job Overview
We are seeking a Project Assistant Coordinator to join our Orlando team at Ardmore Roderick. This position provides administrative, organizational, project-coordination, and document-control support to the Orlando office, project teams, accounting personnel, employees, subcontractors, vendors, and visitors. This role helps maintain accurate records, coordinate office and project activities, support project billing and procurement documentation, prepare professional deliverable packages, and facilitate timely communication across internal and external stakeholders. This is an office-based support position with occasional local travel or event support, as needed.

This position does not independently approve financial transactions, create technical, pricing, scope, or contractual content, or make contractual commitments on behalf of the company.

Key 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. This position does not approve, code, process, or authorize financial transactions or payments
- Provide administrative document-control support for requests for information, or RFIs; submittals; potential change orders, or 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. This position does not develop technical, pricing, scope, or contractual content
- 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
Required Qualifications
- 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
Preferred Qualifications
- 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
Benefits
- We offer Medical, Dental, and Vision Plans
- 401K, Paid Maternity Leave, Competitive PTO
- Employee Assistance Program (EAP) and more
Sponsorship and relocation are not available for this opportunity.

Ardmore Roderick is an Equal Employment Opportunity employer that is committed to diversity and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, gender identity and expression, age, disability status, protected veteran status, or any other characteristic protected by local, state, or federal law. Ardmore Roderick participates in E-Verify.

We are committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities. Please reach out to us if you require reasonable accommodation in responding to a job announcement, interviewing, or otherwise participating in the employee selection process.

Salary Range: $60,008-74,984, Ardmore Roderick is providing the compensation range that the company believes it might pay and/or offer for this position, based on the successful applicant’s education, experience, knowledge, skills and abilities in addition to internal equity and specific geographic location.