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Project Administrative Assistant

Project Administrative Assistant

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AVCON, INC. is a Florida-based full-service engineering and planning firm established in 1988 specializing in airports, transportation facilities, and site development projects. As a growing firm, we continually look for talented engineers in the civil, structural, electrical, and mechanical disciplines. We have a staff of over 80 professionals headquartered in Orlando, Florida with regional offices in Niceville, Florida and Charlotte, North Carolina.

Our projects range from facility master plans to pavement evaluation and design, power distribution, building lighting and electrical systems design, airfield lighting, navigational aids, hangar developments, security and low-voltage electrical projects, roadway designs and traffic assessments, utility and storm water improvements, residential and commercial site planning, HVAC design and plumbing, fire protection, and structural design.

AVCON is the second largest engineering firm headquartered in Orlando according to the Orlando Business Journal 2015 Book of Lists. The firm has ranked within the top 20 of the Orlando Sentinel’s Top 100 Companies for Working Families seven years in a row.

AVCON transforms today’s ideas into tomorrow’s reality.


The Project Administrative Assistant position works under the direction of the Sr. Project Administrative Assistant in assisting engineers and technical staff with the preparation, dissemination, and filing of project documentation through all project phases.


ESSENTIAL FUNCTIONS (may include but are not limited to)

  • Assist with all phases of project design and construction:
    • Design Phase – Assist with the preparation of technical specifications, reports, and permitting documentation.
    • Bidding and Award Phase – Assist with the prompt dissemination of bid documentation, maintain a current list of plans holders, prepare bid tabulation, and draft recommendation of award letter.
    • Construction Phase – Assist with maintaining project logs of submittals, requests for information, etc.
  • Assist with general office correspondence such as letters, memos, meeting agendas/minutes, and transmittals.
  • Assist in maintaining office files and electronic filing system, to include scanning, verifying, and documenting large amounts of data.
  • Assist in general administrative tasks such as covering the front desk, answering phones, and mailing packages, as needed. 


  • High school diploma or equivalent certificate.
  • Minimum 2-4 years’ experience in an office setting.
  • Proficiency in MS Outlook, MS Word, and MS Excel.
  • Professional services experience desired (engineering, architectural, insurance, legal). 


  • Ability to work cooperatively and collaboratively with all levels of staff.
  • Ability to maintain confidentiality and protect information and documents appropriately.
  • Ability to work calmly and effectively in a high-volume office environment under pressure of heavy deadlines.
  • Ability to organize work, set priorities, meet deadlines, and follow-up on assignments.
  • Knowledge of correct English usage including spelling, grammar, punctuation, and vocabulary.
  • Ability to proofread work to ensure accuracy.
  • Self-motivated, ability to multi-task, and strong attention to detail.
  • Ability to use tact, discretion, initiative, and independent judgment in establishing and maintaining cooperative, effective, and productive professional working relationships with all encountered in the course of work. 


  • Valid drivers’ license and maintenance of satisfactory driving record. 


There are no supervisory responsibilities associated with this position. 


Due to the collaborative nature of this position, it is important that this position physically work in the office. 


While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit for long periods of time. The employee is occasionally required to stand; walk; use hands to finger, handle or feel; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to ten (10) pounds and occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.



Not applicable.



Work usually takes place in a clean, pleasant, and comfortable office setting.



Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.



AVCON, INC. provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, AVCON complies with applicable state and local laws governing nondiscrimination in employment at every location in which the company has facilities. This policy applies to all terms and conditions of employment including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.


AVCON expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of AVCON’s employees to perform their job duties may result in discipline up to and including discharge their job duties may result in discipline up to and including discharge.