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PROJECT ADMIN
Ohla Usa
The Project Admin supports the onsite project management team by performing various administrative and contract-related tasks to ensure efficient coordination of documentation, subcontractor onboarding, and project compliance.
14d ago
Junior (1-3 years)
Full Time
Miami, FL
Onsite
Company Size
1,600 Employees
Service Specialisms
Heavy civil construction
Infrastructure modernization
Highways
Bridges
Rail and mass transit systems
Tunnels
Water resources
Construction management
Sector Specialisms
Vertical Buildings
Heavy Civil Construction
Highways
Bridges
Rail and Mass Transit Systems
Tunnels
Water Resources
Healthcare Facilities
Role
What you would be doing
subcontractor proposals
project file management
contract management
document tracking
vendor onboarding
administrative support
- Support proposals by obtaining offers from subcontractors on a back-to-back basis for construction and related services.
- Organize, maintain, and update all project files and logs (RFIs, submittals, change orders, contracts, insurance certificates, etc.).
- Track and record all terms and conditions for construction service contracts.
- Prepare subcontracts and purchase orders in coordination with project managers and the purchasing team.
- Review and negotiate customer contracts to ensure project scope is accurately captured.
- Help manage daily site reports, timesheets, and other field-related records.
- Maintain office supplies and coordinate logistics for deliveries, visitors, and office support at the project site.
- Support project closeout documentation and warranty file organization.
- Coordinate document flow using construction management software (e.g., Procore, Autodesk Build, CMiC, etc.) and SharePoint.
- Assist with onboarding subcontractors and vendors, ensuring proper documentation and compliance requirements are met (e.g., COIs, W-9s, vendor set-up forms).
- Assist with contractual matters as they arise, including asserting and documenting claims for non-payment.
- Provide redlined recommendations and coordinate negotiation efforts directly with customers, project managers, purchasing staff, and legal counsel until final agreement is reached.
- Track and process project documentation in accordance with company standards.
- Manage various construction-related documents, ensuring timely review, tracking, and filing of executed agreements.
- Provide direct administrative support to the Project Manager and other field staff.
- Monitor and track subcontractor and vendor insurance expirations and lien releases.
What you bring
procore
construction
bilingual
compliance
communication
organizational
- Experience using construction management platforms (e.g., Procore, Autodesk Build, CMiC, Textura, e-Builder, or similar) preferred.
- 3+ years of administrative experience, preferably in the construction or engineering industry.
- Bilingual in English/Spanish is a plus, especially for projects with diverse teams and subcontractors.
- Familiarity with Florida construction compliance, certified payroll, contract management, and COI requirements is a plus.
- Excellent communication and interpersonal skills.
- Strong organizational and multitasking skills in a fast-paced field environment.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook), SharePoint, and PDF editing tools.
- High school diploma or equivalent required; Associate’s degree or administrative certificate preferred.
- Tuition Reimbursement after 1 year of employment
- Engaging work environment
- Personal Time Off Program (PTO)
- Short- and Long-Term Disability & Life Insurance
- Medical, Dental, & Vision Insurance
- 401(k) retirement plan with employer matching
Information not given or found
Interview process
Information not given or found
Visa SponsorshipInformation not given or found
Security clearance- 'candidate must undergo background checks and comply with ohla usa's standards including drug screening and verification of education and previous employment'
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Company
Overview
$1.2 billion
New Contracts Secured
In 2023, the company secured over $1.2 billion in new contracts, showcasing its strong growth trajectory.
$2.3 billion
Rail Project Awarded
OHLA USA secured a massive $2.3 billion design-build rail project in Maryland, highlighting its expertise in large-scale infrastructure.
Top 50
Domestic Heavy Contractors
The company ranked among Engineering News-Record’s Top 50 Domestic Heavy Contractors for its significant contributions to major construction projects.
$1.4 billion
I-405 Project
Delivering one of its largest U.S. contracts, the $1.4 billion I-405 Improvement Project in Orange County, demonstrated its capability to handle complex highway upgrades.
- Combined over a century of European heritage with bold American expansion.
- Rapidly grew by acquiring firms like Community Asphalt, Arellano, and Judlau to build depth in both civil and vertical construction.
- Maintains a strong regional presence with headquarters in New York and offices spanning from California to Florida.
- Portfolio includes highways, bridges, tunnels, airports, rail and transit systems, water infrastructure, and environmental resilience projects.
- Through affiliate OHLA Building, it specializes in healthcare, education, sports, and institutional facilities under construction management and pre-construction models.
- Integrity – zero tolerance for unethical behavior
- Honesty, integrity and trust
- Teamwork and collaboration
- Quality – client‑focused innovation and excellence
- Continuous improvement through training and education
- “Think Safety. Always.” – safety mission aiming for ZERO ACCIDENTS
Net Zero by 2030–2050
Climate Target
Committed to achieving net-zero emissions by 2030–2050.
46% Scope 1 & 2 Reduction
GHG Emissions Target
Reduction target for absolute Scope 1 and 2 GHG emissions by 2031 (base year 2021).
55% Scope 3 Intensity Reduction
Supply Chain Emissions
Target to reduce Scope 3 emission intensity by 2031 (base year 2021).
80% Waste Recycling
Circular Economy Goal
Aim to recycle or reuse over 80% of non-hazardous waste by 2024.
- Apply circular-economy criteria: recycle or reuse over 80% of non-hazardous waste by 2024
- Reduce emission intensity by 40% by 2024
- Science-Based Targets initiative membership; targets approved by SBTi
- Highest rating in GRESB 2022 sustainability index.
- Encourages diversity and inclusion in recruitment and talent development
- OHLA Sports Club and OHLA Challenge volunteer programs promote engagement
- Hosts ‘Inclusion Olympics’ to foster empathy and inclusion awareness
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