MEI Assistant Project Administrator

Description Who we are looking for...

We are seeking an Assistant Project Administrator with an innovative mindset, strong organizational and communication skills, sound judgment, and a commitment to delivering quality transportation projects for the communities ETM serves. This position supports the Project Administrator and project team in the day-to-day administration, inspection coordination, documentation, and contract compliance activities associated with Maintenance Engineering & Inspection (MEI) assignments.

• Support the Project Administrator with daily administration of maintenance and inspection activities, including coordination of field staff, contractor operations, priorities, and project documentation.
• Review daily inspection reports, quantities, photographs, tickets, and supporting records for completeness, accuracy, and consistency with contract requirements.
• Assist with monitoring contractor performance and compliance with plans, specifications, maintenance requirements, work documents, approved procedures, and applicable agency standards.
• Coordinate with inspectors, contractor representatives, engineers, maintenance personnel, and other project stakeholders to communicate work activities, deficiencies, schedule concerns, and field conditions.
• Assist with verification of measured quantities, contractor pay documentation, work authorizations, and other records supporting payment and project closeout.
• Track deficiencies, corrective actions, outstanding documentation, and follow-up inspections to help ensure issues are resolved in a timely manner.
• Support preparation of project correspondence, meeting notes, reports, summaries, spreadsheets, and other administrative or technical documentation.
• Assist with review of Maintenance of Traffic (MOT), safety, quality, and documentation issues and elevate significant concerns to the Project Administrator or responsible engineer.
• Help maintain organized project files and records in accordance with established document-control procedures and agency requirements.
• Provide field coverage and perform inspection duties when needed, including documenting contractor personnel, equipment, activities, locations, quantities, weather, delays, and significant events.
• Participate in pre-work, progress, coordination, and project meetings and assist with follow-up on assigned action items.
• Provide guidance to inspectors on documentation practices and project procedures within the authority delegated by the Project Administrator

• Six (6) years of responsible and related engineering experience, including two (2) years involving construction of relevant transportation projects.
• High school diploma or equivalent required; an associate or bachelor’s degree in civil engineering, construction management, engineering technology, or a related field is preferred.
• FDOT Advanced MOT or ability to obtain with six (6) months after Project NTP if holding a current FDOT Intermediate MOT certificate.
• Experience in transportation construction, maintenance, engineering, inspection, or project administration, preferably on FDOT or similar public-agency projects.
• Working knowledge of roadway maintenance and construction practices, inspection procedures, field documentation, quantity measurement, and contractor coordination.
• Ability to read and interpret plans, specifications, standards, work documents, maps, and technical information.
• Ability to review inspection documentation and identify inconsistencies, incomplete records, potential deficiencies, and items requiring management attention.
• Strong written and verbal communication skills with the ability to prepare clear, factual, and professional project documentation.
• Strong organizational and time-management skills with the ability to manage multiple assignments and changing field priorities.
• Proficiency with computers, tablets, electronic document-management systems, spreadsheets, and standard office software used for project reporting.
• Ability to work in both office and field environments, including active roadway work zones and outdoor conditions typical of Florida transportation projects.
• Ability to work daytime, nighttime, weekend, or emergency assignments when required by project operations.

Success in this role relies on your ability to stay organized, communicate effectively, exercise sound judgment, and support both field personnel and project leadership. In addition, you’ll need the following qualifications:

• Progressive experience supporting transportation construction, maintenance, CEI, or MEI projects.
• Previous FDOT project experience is strongly preferred, particularly experience with maintenance contracts, inspection documentation, and contractor payment processes.
• Applicable FDOT, CTQP, MOT, or other certifications required for assigned project responsibilities are preferred or may be required based on the contract.
• Demonstrated ability to work independently while recognizing when issues require…