Project Assistant Jobs in Jacksonville, FL

Company Overview
Holman, Inc. has been a trusted provider of Division 10 commercial construction services since 2003. Based near downtown Jacksonville, FL, our dedicated team delivers high-quality specialty installations across Northeast Florida. We pride ourselves on innovation, integrity, and exceptional client service in every project.

Project Management Assistant (PMA)Position Summary

The Project Management Assistant (PMA) provides administrative and project coordination support to the Project Management team throughout the entire project lifecycle. This role is responsible for preparing project documentation, maintaining accurate records, coordinating standard purchasing activities, assisting customers, and ensuring projects move efficiently from award through closeout. The PMA serves as the primary administrative support for multiple Project Managers, allowing them to focus on customer relationships, project execution, scheduling, financial performance, and issue resolution.

Essential Responsibilities

1. Project Administration

• Create and maintain project files in Buildertrend.
• Organize electronic project documentation.
• Upload contracts, drawings, specifications, and correspondence.
• Maintain accurate project records throughout the project lifecycle.
• Ensure project documentation is complete and organized.

2. Submittals & Document Control

• Prepare and assemble submittal packages.
• Gather manufacturer product data and shop drawings.
• Submit revisions and resubmittals.
• Track submittal status and approvals.
• Maintain current drawing revisions and project documentation.
• Assist with document distribution to field personnel.

3. Purchasing & Material Coordination

• Process purchase orders for standard materials.
• Assist with stock material ordering.
• Track material acknowledgements and delivery dates.
• Follow up with vendors regarding shipments and backorders.
• Coordinate replacement material requests.
• Assist with walk-in customer sales and stock orders.

4. Project Support

• Prepare installation folders and field documentation.
• Assemble installation packets for field crews.
• Coordinate project documentation for field measurements.
• Assist with scheduling-related documentation.
• Support Project Managers with day-to-day administrative needs.

5. Billing & Financial Administration

• Prepare pay application packages.
• Complete AIA billing documentation.
• Assemble Schedule of Values and supporting documentation.
• Organize lien releases and billing documents.
• Create Buildertrend invoices for Project Manager review.
• Maintain organized billing records and documentation.

6. Project Closeout

• Prepare closeout packages.
• Assemble warranties, O&M manuals, and attic stock documentation.
• Track outstanding closeout requirements.
• Prepare final project documentation.
• Coordinate customer surveys.
• Archive completed project files.

7. Customer & Vendor Support

• Assist walk-in customers.
• Answer routine customer inquiries.
• Coordinate with vendors regarding orders and deliveries.
• Route technical or project-specific questions to the appropriate Project Manager.
• Maintain professional communication with customers and suppliers.

Preferred Skills & Qualifications

• Strong organizational and time management skills
• Excellent attention to detail
• Ability to manage multiple priorities simultaneously
• Effective written and verbal communication skills
• Proficient with Microsoft Office Suite
• Experience with Buildertrend, QuickBooks, or similar construction management software preferred
• Ability to work in a fast-paced construction environment
• Customer service experience preferred

Position Goals

The Project Management Assistant is expected to:

• Maintain accurate and organized project documentation.
• Prepare project documents with minimal revisions.
• Support multiple Project Managers simultaneously.
• Help ensure submittals, billing, and closeout documents are completed on schedule.
• Deliver excellent customer service to internal and external clients.
• Improve Project Manager efficiency by reducing administrative workload.
• Help projects move smoothly from award through closeout while maintaining company standards. Project Management Assistant (PMA)Position Summary

.Requirements

• 1–2 years of experience as a Virtual Assistant, Administrative Assistant, or similar role.
• Strong organizational and email management skills.
• Professional written communication skills.
• High attention to detail and ability to work independently.
• Ability to work weekday hours.
• Familiarity with construction project management software such as BuilderTrend (preferred).
• Experience with Google Workspace (Docs, Sheets, Drive) is a plus.
• Prior experience in a construction or estimating environment is beneficial but not required.

Work Schedule & Compensation

• Full-Time: Approximately 40-45 hours/week
• Flexible hours Monday–Friday
• In Office Position
• Hourly compensation based on experience

Join Our Team
If you're ready to support exciting commercial construction projects in a behind-the-scenes role that keeps the Project Management team engine running smoothly, apply now to become part of the Holman, Inc. team!

Job Types: Part-time, Contract

Pay: $22.00 - $26.00 per hour

Work Location: In person