Project assistant jobs in West Little River, FL - 647 jobs

Senior Project Administrator - (Certified Payroll & Compliance) Position Type: Full-Time | On-Site Compensation: $100,000 - $115,000 annually (based on experience) About the Opportunity: AppleOne is working with a highly established commercial General Contractor that has been in business for over 40 years and maintains a strong presence throughout the South Florida construction market. This organization is known for delivering complex commercial projects while maintaining high standards for compliance, documentation, and operational excellence. They are seeking a Senior Project Administrator - Certified Payroll & Compliance to play a critical, hands-on role supporting project teams, accounting, and leadership across active commercial construction projects. Position Summary: The Senior Project Administrator is responsible for overseeing project billing support, certified payroll, labor and regulatory compliance, lien law administration, and risk documentation from project setup through close-out. The focus is strictly on accurate billing execution, compliance, documentation, and audit readiness. The ideal candidate has deep experience supporting Cost-Plus and GMP projects, strong knowledge of Florida lien laws, hands-on exposure to Certified Payroll (Davis-Bacon), and experience with publicly funded or affordable housing projects, including Section 3 compliance. This role works closely with Project Managers, Project Executives, Accounting, subcontractors, and vendors to ensure projects remain compliant, well-documented, and audit-ready. Procore experience is required. Bilingual English/Spanish is strongly preferred. Key Responsibilities: Project Setup & Administration • Support Project Management with complete and compliant project setup at inception. • Prepare and ensure timely filing of Notices of Commencement. • Set up subcontractors and vendors, confirming pre-qualification requirements are met. • Process and distribute owner contracts, exhibits, subcontracts, purchase orders, MSAs, PCCOs, and related agreements. Cost-Plus & GMP Billing Support • Prepare, review, and submit Cost-Plus and GMP owner billings in accordance with contract requirements. • Collect, review, and submit project invoices and subcontractor pay applications for approval. • Ensure approved costs are accurately imported into the accounting system. • Coordinate billing backup and documentation with Accounting to ensure accuracy, completeness, and timeliness. Subcontractor, Vendor & Risk Management • Collect, track, index, and maintain payment-related documents, including: • Subcontracts and purchase orders • Change orders • Bonds • Lien waivers and affidavits • Notices to Contractor / Notices to Owner • Notices of Non-Payment • Close-out documentation • Track and manage lien-related documentation to ensure compliance with Florida lien laws. • Maintain current subcontractor and vendor insurance certificates and required endorsements. • Coordinate insurance documentation review with the company's insurance broker. • Work directly with subcontractors and vendors to resolve documentation, insurance, payment, and compliance issues. • Take the lead in resolving agreement and insurance issues, escalating to Project Leadership as needed. Certified Payroll, Labor & Section 3 Compliance • Enforce Davis-Bacon, prevailing wage, Certified Payroll, and Section 3 requirements on applicable projects. • Review and verify Certified Payroll reports for accuracy and compliance. • Collect, track, and submit labor compliance and Section 3 documentation for owner and governmental reporting. • Maintain organized, audit-ready compliance records. Project Close-Out & Audit Support • Coordinate with Project Management and Accounting to ensure timely, compliant project close-out. • Manage final billings, lien releases, affidavits, and required close-out documentation. • Provide documentation and support for internal and external audits. Collaboration, Communication & Leadership • Serve as a liaison between Project Teams and Accounting. • Provide guidance to Project Managers on billing procedures, lien compliance, certified payroll, and documentation standards. • Train and mentor Project Administrators and junior staff on compliance and documentation processes. • Maintain current knowledge of lien laws, labor compliance regulations, and best practices. • Perform other duties as assigned by Project Management, Accounting, or Executive Leadership. Ideal Qualifications Education • Bachelor's degree in Accounting, Finance, Construction Management, or a related field required. Experience • 5-10 years of progressive experience in construction accounting or project administration. • Strong experience supporting Cost-Plus and GMP commercial construction projects. • Hands-on experience with Certified Payroll, Davis-Bacon, and prevailing wage projects (required). • Experience with Section 3 compliance and publicly funded or affordable housing projects (required). • Experience supporting audits, owner reporting, and regulatory requirements. Skills & Knowledge • Strong understanding of construction billing, lien compliance, and risk documentation. • Solid working knowledge of Florida lien laws. • Proficiency with Procore, Sage 300, and Microsoft Office (Excel, Word, Outlook). • Bilingual English/Spanish strongly preferred. • Highly organized, detail-oriented, and capable of managing multiple projects simultaneously. • Strong communication skills with internal teams, subcontractors, vendors, and external partners.