Posted 5 days ago

Office Administrator - #3063

OrlandoOn-siteFull-time

AI Summary

Office Administrator supporting Orlando, Palm Bay, and Miami offices with document management, building operations, safety compliance, front-desk duties, and administrative project coordination.

About this role

What We Offer:

Our excellent salary and benefits package includes medical, dental, vision, life insurance, short and long-term disability coverage, education reimbursement, 401(k), performance bonuses, and an employee stock program. Employee Resource Groups and Programs offered include the Young Professionals Group, Women at Wade Trim, Diversity, Equity and Inclusion, Professional Development, Leadership Development, Mentor Program, Sustainability Program, and Wellness Program.

Position Description:

We are looking for an Office Administrator to join our Administration team and support our Orlando, Palm Bay, and Miami offices. This position will be based out Orlando and will require travel to the other office as needed to support office operations, administrative functions, meetings, events, and business needs. The candidate must have a high school diploma and seven to ten years of related office experience. The ideal candidate will be self-motivated, work well with others, and possess excellent writing, organizational, and communication skills.

Typical responsibilities include:

Manage requests submitted through the Administrative Support Desk ticketing system, ensuring timely proofreading, formatting, and finalization of documents such as transmittals, memorandums, correspondence, agreements, amendments, reports, meeting agendas, meeting minutes, and contract specifications.

All administrative correspondence should be saved in ProjectWise to ensure a centralized, secure, and auditable record of project communications. Storing emails, letters, meeting minutes, and related documents in the system to help maintain version control, supports regulatory compliance, and ensures all team members have access to the most current and complete information.

Prepare and distribute outgoing documents via regular United States Postal Service and United Parcel Service, ensuring accurate addressing, proper packaging, and selection of appropriate shipping methods. Track shipments, maintain mailing records, and coordinate delivery timelines to ensure timely and secure receipt of materials.

Oversee all building functions including landscaping, maintenance, invoice payments, HVAC, office equipment management, and supply orders.

Budget management for office location, including third-party vendors.

Serve as acting safety lead for office location by conducting monthly safety inspections, maintaining and updating Safety Data Sheets (SDS), and exercising sound judgment and discretion to address and resolve safety concerns as they arise.

Serve as acting office receptionist, managing front-desk operations including greeting and assisting visitors, answering and directing phone calls, coordinating client interactions, scheduling and supporting meetings, order catering, and preparing conference rooms to ensure meetings run smoothly.

Maintain local and corporate office administration policies and procedures.

Implement and maintain office administration projects.

Identify compliance of policies and procedures by office personnel.

Maintain and recommend budgets for indirect expenses/capital expenditures.

Review and approve office supply purchase orders in accordance with standard purchasing procedures.

Maintain all office furniture and equipment except for computer-related equipment.

Maintain office inventory list/database.

Oversee record retention procedures with regards to file audits.

Assist the project manager with contract reviews.

Organize office/event functions (i.e., client entertainment, technical functions, engineering firm week, summer BBQ, holiday party, etc.).

Assist Corporate groups as needed.

Research special projects as assigned.

Travel to other office locations as needed to support administrative operations and business needs.

Maintain a safe working environment.

Education:

High school diploma

Skills/Experience:

This position requires strong leadership and communication skills and excellent organizational skills to accommodate multiple tasks simultaneously.

This position requires a professional demeanor when dealing with all individuals at all levels. Must be easily understood by other employees, clients, and vendors.

Working knowledge of Microsoft Office software (Word, Excel, Outlook, etc.), as well as the following:

Personal computer

Multi-line telephone system

Multi-functional printer

Postage machine