Project Assistant; Miami, Florida

The Project Assistant supports the Project Management team in the successful execution of commercial and institutional mechanical HVAC projects. This role provides critical administrative, coordination, and documentation support from preconstruction through project closeout. The ideal candidate is detail-oriented, proactive, and comfortable working in a fast-paced construction environment while managing multiple projects simultaneously.

• Support Project Managers and Foremen with day-to-day project coordination and administrative tasks
• Help assemble bid packages: request vendor quotes, gather pricing, and compile takeoffs and supporting documentation
• Prepare, submit, and track submittals for equipment, ductwork, piping, controls, etc.; follow up on approvals and distribute to the field
• Maintain accurate project logs (RFIs, submittals, change orders, equipment/material deliveries, drawing revisions)
• Assist with RFIs: help draft, submit, track responses, and route answers to Project Managers and field personnel
• Coordinate with vendors and suppliers on pricing, lead times, and delivery dates
• Issue purchase requests and support PO processing as directed; confirm deliveries to job sites or shop
• Provide field teams with current drawings, specs, approved submittals, and updates/revisions
• Help gather and code timecards, delivery tickets, and invoices to the correct job and cost codes
• Assist in preparing change order requests (T&M summaries, backup documentation, pricing sheets) and track approvals
• Schedule project meetings, create agendas as directed, take meeting minutes, and distribute action items
• Help update short interval "look ahead" schedules and coordinate manpower/equipment needs as directed by the Project Manager
• Maintain organized electronic and paper project files in accordance with company standards
• Assist with project closeout activities: O&M manuals, warranty documentation, as built markups, and punch list tracking
• Communicate professionally with General Contractors, owners, engineers, vendors, and internal teams representing KAR Larrabee

• High school diploma or equivalent
• 1–3 years of experience in construction administration, project coordination, or related field (mechanical/HVAC industry strongly preferred)
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook); comfortable learning project management and construction software
• Strong organizational skills with attention to detail and accuracy
• Excellent written and verbal communication skills
• Ability to manage multiple tasks and priorities in a deadline-driven environment
• Team player with a positive, proactive attitude

• Associate's degree or coursework in Construction Management, Business Administration, or related field
• Experience with Procore, Bluebeam, or similar construction project management platforms
• Familiarity with mechanical systems, HVAC terminology, and construction drawings/specifications
• Understanding of submittal, RFI, and change order processes in commercial construction