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Office Coordinator

2 months ago

Naples, Florida, United States Spectrum Contracting Full time

Job Overview

The Administrative Assistant is responsible for delivering comprehensive office support by establishing and maintaining administrative systems, procedures, and policies that facilitate smooth operations. This role necessitates a collaborative approach with the Project Management, Operations, and Preconstruction/Estimating teams to manage administrative tasks effectively as they emerge. The ideal candidate must be adaptable, a team player, and possess excellent communication and client service abilities.

KEY RESPONSIBILITIES:

  • Provide administrative, secretarial, and clerical assistance.
  • Support monthly billing processes, manage change orders, proposals, and estimates.
  • Assist in the preparation of legal documents and correspondence.
  • Facilitate the onboarding of new craft employees by ensuring all necessary hiring documentation is completed.
  • Process Personal Action Forms (PAF) for all changes related to craft employees.
  • Manage inventory and ordering of office supplies.
  • Maintain records of computer-related equipment and coordinate equipment transfers as required.
  • Oversee the ordering, tracking, and maintenance of company-issued cell phones and iPads.
  • Collect and monitor approved vacation requests.
  • Perform additional duties as assigned.

SKILLS & QUALIFICATIONS:

  • Proficient in computer applications, particularly Microsoft Office Suite.
  • Familiarity with Vista software or the ability to learn it within the first month of employment.
  • Strong time management and organizational capabilities.
  • Ability to comprehend and follow directives effectively.
  • Work collaboratively as part of a team.
  • Maintain confidentiality at all times.
  • Exhibit reliability and dependability.

EDUCATION & EXPERIENCE:

  • High school diploma or GED is required.
  • A minimum of 2 years of relevant industry experience.

Equal Opportunity Employer: Spectrum Contracting is committed to providing equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, or protected veteran status.