Administrative Coordinator

1 month ago

Orlando, Florida, United States Smart City Telecommunications LLC Full time
Job Overview

Smart City Telecommunications LLC is seeking a highly organized and detail-oriented Administrative Assistant to join our team. As a key member of our operations team, you will be responsible for providing administrative support to our project teams, ensuring seamless project execution, and maintaining accurate records.

Key Responsibilities:

  • Administer project tracking, bids, work authorizations, and contractor routing, including work authorizations for both Engineering and Construction.
  • Ensure as-builds are collected from Operations on all maintenance work performed.
  • Responsible for documenting project plan in Monday.com, including timeframes and project schedule.
  • Control project plan, specifications, plans, and schedule changes.
  • Reorganize current file structure, set up, and maintain file management process using Monday.com.
  • Setup, organize, and maintain file organization structure, including scanning paperwork, orders, prints, and any supporting documentation.
  • Archive completed paper files and send to offsite file storage provider.
  • Verify fiber records in SpatialNet for timely input and completeness.
  • Produce detailed and accurate departmental reporting on a recurring and ad hoc basis in Excel and PowerPoint with data from Monday.com (Board reports, productivity, activities, project status, etc.).
  • Perform other duties and/or contribute to various projects working with minimal supervision, including helping other departments and team members, as directed by supervisor or department head to meet company and departmental goals.

Requirements:

  • Proficiency and experience in Microsoft Office (Outlook, Word, Excel, PowerPoint), with experience in Monday.com preferred.
  • Ability to create graphic representations of data and translate into easily readable reports for stakeholders and other departments.
  • Ability to quickly learn proprietary software and work in cloud-based technology.
  • Eagerness to adapt existing processes to new, improved systems.
  • Excellent organizational skills, time management, initiative, attention to detail, accuracy, follow through, and problem-solving skills.
  • Exceptional customer service and communication skills with the ability to communicate both verbally and in writing to explain complex situations in simple terms.
  • Ability to multi-task and accomplish tasks in a fast-paced environment with minimal supervision, prioritizing and managing multiple projects with shifting deadlines, carrying tight SLAs.
  • Ability to represent the company in a professional manner always.
  • Possess a proactive attitude within the team through mentoring and knowledge sharing.
  • Confident team player who is highly collaborative and flexible with the ability to effectively work cross-functionally with other team members at all levels within the organization, as well as outside vendors and contractors, with a vital interest in contributing to the success of the company's goals and strategic vision.
  • Knowledge of all state/local/RR permitting regulations regarding Right-of-Way, Property Rights, and Easements strongly desired.

Working Conditions:

  • Indoor office working environment with prolonged sitting.
  • Full-time in-office work schedule. May vary depending on business needs.

Other Requirements:

  • 2-3 years of relevant administrative/support experience.
  • Experience in Telecommunications industry is preferred.
  • Must be able to pass a criminal background check and drug screening.
  • Must have a valid Driver's License with a satisfactory driving record.

Benefits:

  • Competitive Salary Commensurate with Experience
  • Medical, Dental, and Vision
  • Supplemental Benefits - Accident, Critical Illness, Hospital Care
  • Life and Disability
  • Flexible Spending Accounts
  • 401K with Match
  • Life Assistance Plan
  • Wellness Plan
  • Vacation, Personal, Sick, and Holiday Pay
  • Ongoing Professional Training & Educational Reimbursement Program
  • Team Member Recognition Programs

As part of our standard hiring process for new employees, employment with Smart City will be contingent upon successful completion of a pre-employment drug screening, background check, and motor vehicle check.

Smart City is proud to be an Equal Employment Opportunity employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.

Smart City is an E-Verify employer.

No Outside Agencies.

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