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

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

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.