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, …

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