Administrative Assistant

3 weeks ago


Orlando, United States AppleOne Full time
Pay Information
Base Pay: 240 - 288 USD paid monthly. We are looking for an Administrative Coordinator for an construction company in Downtown Orlando, FL $20-$24 Temp to perm Provides administrative support for department personnel as delegated by the Office Manager and firm management. RESPONSIBILITIES: General Duties: • Provides support to assigned Project Managers and Principals by preparing necessary project documentation and correspondence. • Coordinates and facilitates meeting set-up, clean-up and food/beverage. • Responsible for the maintenance of the department copier/printer and the appearance of the work area around the copier/printer. • Creates and maintains project files. • Ensures all project documents are filed appropriately and archived when the project concludes. • Confirms all correspondence meets established firm and project standards. • Assists in general office and other clerical duties as required. Specific Duties: • Prepares general correspondence, reports, meeting minutes, memos, transmittals, cover letters, spreadsheets, etc. • Formats, combines and quality checks project specifications. • Assists in the preparation of project proposals, contracts and/or agreements. • Checks conference room calendars for meetings that may need food/beverage. Coordinates with the appropriate Project Manager to order food/beverage, set-up and clean-up. • Ensures the department copier/printer is stocked with paper and in working order. Orders copier/printer supplies as needed. • Restocks the department work area with necessary supplies. Notifies the Office Manager if office supplies need to be ordered. • Tidies break room and conference rooms as needed. • Prepares and maintains hard copy project files as needed. Ensures all electronic documents are filed in NewForma Project Management software. • Assists with project closeout. • Distributes mail to/from assigned staff. • Notifies Office Manager and Senior Administrative Coordinator of any client/consultant contact information updates. • Assembles and prepares overnight/courier packages as requested. • Schedules courier, overnight, and reprographics pick-ups and deliveries. • When assigned, answers office phones, greeting guests and notifying staff of deliveries in a timely manner. • Assists with break room responsibilities on assigned day(s). This includes restocking supplies (coffees, plates, napkins, etc.), loading/unloading the dishwasher, and general upkeep. • Assists with monthly Staff Meeting preparation, set-up and clean-up. • As assigned, tracks department revenue based on written proposals and executed agreements. • As assigned, makes report copies for weekly Project Manager Meetings. • Checks and distributes incoming faxes. • As assigned, maintains first aid cabinet and notifies Office Manager if anything needs to be restocked. • As assigned, coordinates weekly Lunch and Learn meetings with vendors. • As assigned, maintains Design and Interiors Task Lists. • Phone and Front Desk Responsibilities Qualifications: • 3+ years as an Administrative professional

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