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Project Administrator/Office Manager

2 months ago

West Palm Beach, United States The Falcon Group Full time
Job DescriptionJob Description

Who We Are 
For over two decades, The Falcon Group’s mission has been to understand our client’s variety of needs, while keeping to their anticipated budget and exceeding their desired results. The Falcon Group’s services include Architectural Services and Civil, Structural, Construction & MEP Engineering Services, and much more.

The Team
Here at The Falcon Group, with 170+ experts, we have made it our mission to deliver exceptional customer service to our diverse client base (multifamily, industrial, commercial, and retail buildings, insurance industry, hospitality & healthcare). With multiple offices across the East Coast, and licensed in NJ, PA, NY, DC, DE, CT, FL, MD, VA, MI and TX, the firm is rapidly growing, so we are always looking to recruit talented professionals. Whether you are looking to hone your craft or pick up new skills and specialties, The Falcon Group is a team to support your professional and personal growth.

The Role
Job Summary
The Project Administrator/Office Manager is responsible for sending proposals, reports, specification and other deliverables to clients while supporting the Company operations to ensure that day-to-day functions of the office are running smoothly.

Responsibilities and Duties:
Essential Functions for Project Administration

  • Proofreads, formats, and edits letters, reports, and all other correspondence from draft stage to client-ready work.
  • Answers and screens telephone calls in a professional and timely manner; takes accurate messages with a high degree of professionalism and courtesy; arranges conference calls.
  • Meets and greets visitors as needed and when appropriate, shows them to the conference room, etc. Responsible for timely distribution of proposals, documents or reports being mailed, faxed, e-mailed, or overnight.
  • Coordinates communication and/or tasks between various departments to ensure all deliverables are delivered in a timely manner.
  • Distributes packages; prepares overnight packages. Occasionally delivers to Post-Office / Fed-Ex, etc.
  • Works with Executives on receivables and client project maintenance for billing and account accuracy.
  • Participates in administrative staff meetings. Performs other related duties as assigned.


Essential Functions for Office Management
  • Manages facilities to assist with safe and smooth operations.
  • Maintains the office condition and arranges necessary repairs.
  • Partner with the C.O.O. and HR to update and maintain office policies as necessary.
  • Orders supplies, and tracks inventory to ensure items are readily in stock when needed.
  • Accomplishes special project results by communicating and coordinating requirements with team, evaluating options, evaluating milestones, and meeting deadlines.
  • Assists all departments and regions as needed.
  • Assists with the day-to-day operations of the office.
  • Assists in the onboarding process for new hires.
  • Manages contract and price negotiations with office vendors.
  • Keeps office equipment operating by following the necessary operating instructions.
  • Assists with new office setups by renting space, establishing utilities, equipment and services.
  • Maintains vendor relationships by responding to requests, providing information and resolving problems.
  • Performs other duties as assigned by management.

Please be aware that this job description does not encompass an exhaustive list of activities, duties, or responsibilities expected of the employee. The nature of the role     may necessitate changes in duties, responsibilities, and activities, which can occur at any time, with or without prior notice.

SUPERVISORY RESPONSIBILITIES:
  • This position has no supervisory responsibilities.
Qualifications
Education
  • Bachelor’s degree from an accredited four-year college or university in business management or related field.
Work Experience
  • One to two years of experience, and/ or training, or equivalent combination of education and experience.
Licenses and Certifications
  • Valid United States Driver’s License required, as this position may require travel to the post office and/or FedEx.
Skills
  • Proficiency with MS Office (Word, Excel, Outlook.
  • Excellent written and verbal communication skills.
  • Excellent spelling, grammar and proof-reading skills.
  • Presents in a professional manner at all times.
  • Self-starter with strong multi-tasking and follow-up skills.
  • Ability to prioritize.
  • Good time management skills and proactive approach.
  • Strong attention to detail while maintaining consistent work- flow and meeting deadlines.
  • Ability to work independently as well as part of a team.
  • Excellent customer service skills to represent the organization with clients, affiliates, and outside agencies and to efficiently obtain needed information.
  • Ability to work overtime if needed.
EMPLOYEE BENEFITS
We offer competitive salaries, professional work environments and a comprehensive benefits package. Benefits include:
  • Medical, Dental and Vision coverage, where we pay a portion of the premiums.
  • Supplement Insurance Options- Life, AD&D, Legal Plan, Pet Insurance, Critical Illness, Hospital Indemnity and Accident Plans. 
  • Fully Company funded Short-Term & Long-Term Disability benefits.
  • 401K- A retirement program where we provide a match up to 3%.
  • We offer Paid Holidays, Paid sick time and Vacation days.
  • Employee Referral Program.
  • Employee Recognition Program.
  • Continuing Education Reimbursement.
  • Professional Licensing Assistance.
  • Jury Duty Leave.
  • Maternity/Paternity Leave.
  • Mobile Phone Reimbursement/ discounts. 
  • Employee Assistance Program.
  • Workers Compensation.


Equal Opportunity Employer/ Veterans/ Disabled

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