Administrative Specialist

4 weeks ago

Orlando, United States Southeastern Archaeological Research, LLC. "SEARCH" Full time

Job Title: Administrative Specialist
Job Location: Orlando, FL
Job Posting #: ASO24
Job Link: SEARCH Job Postings - Direct Applications

Position Information

SEARCH has an immediate opening for a full-time Administrative Specialist to join our team. The position, based in our headquarters in Orlando, Florida, is not remote capable and will require attendance five (5) days a week, Mondays – Fridays, through regular business hours. The Administrative Specialist will be responsible for a wide range of administrative and office support for the company’s main office to ensure a productive office environment. The position serves as the front-desk of the office, greets and directs visitors/inquiries, sets meetings/documents meeting minutes, and oversees general office managerial duties. Additionally, the role aids different departments (e.g., payroll, logistics, etc.) to fulfill needs and requests. The role supports all levels of staff, from technicians to executives, and serves as a point of contact for clients, vendors, staff, and the public. Successful candidates will have the ability to work autonomously and in a team environment, with effective communication skills to ensure proper and timely completion of tasks in a multi-faceted, fast-paced business. The position will be responsible for SEARCH’s Orlando office administrative day-to-day activities.

SEARCH provides a flexible work environment, a professional and collaborative atmosphere, and a wide range of projects and opportunities for our staff. SEARCH offers a competitive total compensation package with strong health and wellness and retirement plans. Benefits include medical, dental, and vision insurance, group term life insurance, 401(k) plan with match, 10 paid holidays per year, and accrued paid time off (PTO). Pay is commensurate with education and experience.

Key Responsibilities:

  • Support leadership team, including the CEO, with requests for assistance.
  • Coordinate meetings, document meeting minutes, and assist logistics needs.
  • Compile report material for shipment to client and to the State (Florida Division of Historical Resources).
  • File business regulations.
  • Provide accounting support, including Concur and expense reports.
  • Work collaboratively with various offices/administrative specialists so company-wide needs are supported.
  • Open and close the office throughout the work week.
  • Answer and direct incoming call, serving as the initial point of contact for the Orlando office.
  • Update and maintain internal contact lists.
  • Schedule outgoing shipments via USPS, FedEx, and UP.
  • Order supplies and ensure office is kept organized, stocked, and clean.
  • Maintain client and vendor contact information.
  • Serve as point of contact for office equipment services, vendors and repair people.
  • Other duties as assigned.

Requirements

Qualifications Required:

  • Two (2) or more years’ experience in an administrative setting supporting a marketing or operations function.
  • Proficiency with Microsoft Office (Outlook, Excel, Word, and PowerPoint).
  • Experience with cloud-based CRM software for small businesses.
  • Ability to multi-task on several different projects, independently and as a team, while remaining flexible and servicing both internal and external clients.
  • Customer service focus with the ability to maintain confidentiality and utilize sound independent judgment and discretion.
  • Attention to detail in work.
  • Excellent communication skills, both written and verbal, with the ability to demonstrate tact and diplomacy.

Qualifications Preferred:

  • Bachelor’s degree in Business Administration, or related field.
  • Recent experience with Concur Expense Management System.
  • Working experience as a paralegal.
  • Knowledge of Cultural Resource Management industry.
  • Experience with Concur, Costpoint, Dynamics, SharePoint systems.  
  • Five (5) years of experience in office administration.

Other Important Need-To-Know Info:

  • Applicants must be eligible to be employed in the United States.
  • The position potentially requires local travel to complete office duties, requiring valid driver’s license. SEARCH fleet vehicles may be provided, if available, for office required tasks.
  • Pay will be commensurate with education and experience.
  • SEARCH is strongly committed to creating a diverse and inclusive environment where a variety of backgrounds, cultures, orientations, ideas, and talents can flourish.
  • SEARCH is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
  • SEARCH is an Affirmative Action Employer and a Drug-Free Workplace.
  • Employment offers are contingent upon satisfactory verification of criminal, education, driving, and/or employment background checks as well as passing results from a pre-employment drug screen.

Benefits

SEARCH Compensation and Benefits include:

  • Competitive Salary
  • Per Diem (for overnight travel)
  • SEARCH-subsidized Group Health Insurance (including Medical, Dental, and Vision coverage)
  • SEARCH-provided Short-Term Disability Insurance
  • SEARCH-provided Long-Term Disability Insurance
  • SEARCH-provided Group Term Life Insurance
  • Voluntary Life Insurance
  • Employee Assistance Program
  • Emergency Travel Assistance
  • Generous 401(k) Retirement Plan
  • Paid Holidays (10)
  • Accrued Paid Time Off (PTO)
  • Merit-Based Raises, Bonuses, and Promotions

Application Requirements:

  • Cover letter highlighting administrative experience.
  • Resume.
  • Minimum of two Professional References.

About SEARCH:

Overland and underwater, SEARCH is an archaeology firm that deploys the full spectrum of cultural heritage services worldwide. SEARCH2O, its maritime program, is at the forefront of historic shipwreck and submerged pre-contact archaeology, paleolandscape reconstruction, and deep-water archaeology. SEARCH’s staff are cultural resources industry leaders, pioneers, and subject matter experts across 45 Market, Regional, and Research Sectors. Since 1993, SEARCH has completed more than 5,000 commercial and government projects in 48 US states, 6 US territories, and 39 countries spanning 7 continents and 4 oceans. By integrating science, technology, and creativity, SEARCH harnesses the power of the past to advance the projects, places, and people it serves. 

For more information about SEARCH, please visit searchinc.com and follow us on Facebook, Instagram, LinkedIn, and Twitter.      

Please send inquiries about the position to jorge.quintana@searchinc.com. Include the Job Posting code (ASO24) in the subject line of your email.

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