CTM: Assistant Project Manager

Job Summary

CT Mechanical is seeking a Project Management Administrative Assistant to support our Gainesville-based commercial project team. This role is responsible for executing the essential, recurring administrative tasks that keep our mechanical, plumbing, and pipefitting projects on track. This is not a project leadership role - rather, it's an execution-focused position ideal for someone organized, process-oriented, and reliable.

Key Responsibilities

• Notice of Commencement (NOC) Collection:

Coordinate and collect NOCs from clients and ensure internal logs are up to date.

• Notice to Owner (NTO) Filing:

Prepare, file, and track all NTOs and confirm proper documentation is stored for each job.

• Permitting Support:

Assist with the submission, tracking, and document retention of permit applications and approvals.

• Certificate of Insurance (COI) Management:

Request, collect, and file job-specific COIs from subcontractors and vendors; verify expiration dates and compliance.

• Purchase Order (PO) Tracking:

Maintain internal PO logs, confirm issuance, and monitor for completion or delivery follow-up.

• Document Filing & Job Folder Organization:

Maintain digital job folders with all updated project-related files, including signed contracts, logs, submittals, COIs, and NTO/NOC documents.

• Routine Communication:

Draft and send templated follow-up emails to vendors, GCs, municipalities, and project partners as directed.

• Administrative Support for APMs/PMs:

Handle calendar invites, meeting note summaries, and other admin tasks as assigned.

• Front Office & Phone Support:

Serve as a local point of contact for inbound phone calls or office inquiries related to Gainesville projects.

Qualifications

• Education:

High school diploma or equivalent required; college coursework or associate degree in construction admin, office management, or similar a plus.

• Experience:

1-2 years in an administrative support role (construction experience preferred but not required).

• Skills:
• Proficient in Microsoft Office (especially Excel and Outlook)
• Familiar with basic permitting and construction documentation
• Excellent organizational habits and attention to detail
• Strong written and verbal communication skills
• Willingness to learn and adapt quickly

About CT Mechanical

Founded in 2014, CT Mechanical, a division of Comfort Temp Company, delivers high-quality mechanical contracting solutions across Florida. Our Gainesville branch plays a key role in commercial construction success throughout North Central Florida. We're driven by our core values:

Do what you say. Do what it takes. Walk with purpose. Do the right thing.