Administrative Coordinator Position Available In Orange, Florida

Administrative Coordinator needed in Downtown Orlando Construction/Engineering/Architectural background needed.

Pay:

$22-$25

Type:

Temp to perm

Location:

100% in office in Downtown Orlando

DESCRIPTION OF THE POSITION

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.
• 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 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.
• 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.

QUALIFICATIONS

Education:

• A high school diploma or equivalent is required.
• College experience is preferred.

Years of Experience:

• A minimum of five years of experience in the profession is required.
• Experience with an Architecture, Construction and/or Engineering firm is preferred.

Computer Skills:

• Microsoft Office including Word, Excel and Outlook is required.
• NewForma, Adobe Acrobat, Vision and PowerPoint experience is preferred.

EEO/AA Employer/Vet/Disabled. The Know Your Rights poster is available here: https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12.pdf The pay transparency policy is available here: https://www.dol.gov/sites/dolgov/files/ofccp/pdf/pay-transp_%20English_formattedESQA508c.pdf For temporary assignments lasting 13 weeks or longer, the Company is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required. We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team. AppleOne participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program.

https:

//e-verify.uscis.gov/web/media/resourcesContents/E-Verify_Participation_Poster_ES.pdf We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.