Administrative Assistant

We Make Everything Around Us Better

At PRIME AE, that’s not a slogan, it’s how we work.

Every bridge, building, campus, park, and roadway we design exists to improve how people live, move, learn, and connect. Through architecture, engineering, planning, and consulting, we partner with clients to create thoughtful, practical solutions that leave communities stronger than we found them.

If you want your work to matter, and to be surrounded by smart, collaborative people who care about doing things the right way, you’ll feel at home here.

Who We Are:

PRIME AE Group, Inc. (www.primeeng.com) is a nationally ranked, full-service architecture and engineering firm driven by collaboration, innovation, and a commitment to strengthening the communities we serve. With a growing footprint of offices across the country and a diverse team of more than 550 professionals, we partner with public and private sector clients to deliver thoughtful, high-impact solutions across transportation, education, healthcare, municipal, federal, commercial, and recreational markets.

Our culture blends entrepreneurial energy with the resources of a scaled, multidisciplinary platform—giving our people the opportunity to shape meaningful projects while influencing the future direction of the firm. As PRIME AE continues to expand its capabilities, geographic reach, and leadership bench, this is an exciting time to join a team that is building momentum, investing in growth, and empowering leaders to make a lasting impact.

The Opportunity:

We are currently seeking a Facilities Administrative Coordinator to support Facilities and Telecommunications (F&T) operations at the Florida Turnpike Enterprise – Pompano Operations Center in Pompano Beach, Florida.

This role supports critical infrastructure operations by coordinating project intake activities, procurement support, training logistics, property documentation, SharePoint information management, invoice processing, and internal communications. The Coordinator ensures departmental documentation is organized, accurate, and accessible while helping maintain efficient day-to-day operations across Facilities and Telecommunications programs.

This is an excellent opportunity for an organized administrative professional who enjoys supporting operational teams, managing multiple priorities, and working within a structured infrastructure or government operations environment.

What You’ll Do:

In this role, you will provide operational and administrative support to the Facilities & Telecommunications Department. You will coordinate documentation, support program initiatives, assist with property and procurement processes, and maintain systems that support daily operations and long-term program management.

Key Responsibilities:

Administrative & Operations Support

• Provide administrative support to the Facilities & Telecommunications Department.
• Review, process, and track contractor invoices and work orders.
• Perform data entry and maintain records within the Operations Maintenance System (OMS).
• Maintain organized and accessible departmental documentation and records.
• Coordinate with internal departments and external vendors to support operational workflows.
• Assist with procurement activities including purchase requisitions and vendor coordination.
• Serve as backup support for the Work Order Desk as needed.

Program & Project Coordination

• Support Facilities and Telecommunications program initiatives by gathering project scopes, staff input, and supporting documentation.
• Prepare program materials, presentations, and supporting documentation.
• Track program deliverables, deadlines, and action items to support program progress.

Property & Asset Management Support

• Assist with property inventory tracking and documentation.
• Maintain accurate records of equipment, assets, and inventory including locations and serial numbers.
• Coordinate property surplus documentation and submission packages.

Training & Organizational Support

• Coordinate scheduling and logistics for departmental training programs, including the GEC Training Academy.
• Assist with training communications and participant coordination.
• Support employee engagement initiatives and internal team activities.

SharePoint & Information Management

• Maintain and update the department’s SharePoint site, ensuring content remains current and well organized.
• Support digital document management and departmental communications.

Meeting & Stakeholder Coordination

• Coordinate meetings, prepare agendas, document meeting minutes, and track follow-up actions.
• Maintain operational information to support routine departmental activities.
• Assist with emergency preparedness, response, and recovery support including post-storm reporting activities.

What You’ll Bring:

• High school diploma or equivalent required; Associate degree preferred.
• 3–5 years of administrative or office operations experience, preferably supporting facilities, telecommunications, infrastructure, or public-sector operations.
• Strong proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience maintaining SharePoint sites or similar document management systems.
• Excellent written and verbal communication skills.
• Strong organizational and time management abilities with attention to detail.
• Ability to manage multiple priorities in a fast-paced operational environment.
• Ability to collaborate with internal teams, contractors, and external stakeholders.

Why PRIME AE:

We don’t just fill positions; we invest in people.

At PRIME AE, you’ll find a supportive, flexible environment where careers are built intentionally, not accidentally. You’ll work on projects that improve everyday life, alongside colleagues who challenge and respect one another.

What sets us apart:

Our Commitment:

PRIME AE Group is committed to creating an inclusive environment where differences are respected, voices are heard, and everyone has the opportunity to succeed.

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