Office Administrator/Project Coordinator

General Responsibilities

The office Administrator is responsible for ensuring the efficient day-to-day operation of the Florida Process Controls office while providing administrative and project support to the engineering, project management, and operations teams. This position plays a key role in maintaining an organized office, coordinating project documentation, supporting material logistics, and helping project teams execute work efficiently.

The ideal candidate is highly organized, proactive, detail-oriented, and enjoys working in a fast-paced technical environment with engineers, project managers, vendors, and customers.

Skills and Qualifications

• High School Diploma or equivalent

• Valid Driver's License

• 2+ years of administrative, office coordination, or project support experience

• Proficiency with Microsoft Office (Word, Excel, Outlook, Teams, PowerPoint) and PDF creator/editor

• Excellent written and verbal communication skills, including fluent English communication skills (written and verbal)

• Strong organizational and time-management abilities

• Ability to prioritize multiple assignments with minimal supervision

• High attention to detail and commitment to accuracy

• Professional demeanor with strong customer service skills

• Experience supporting engineering, construction, manufacturing, or industrial organizations preferred

• Experience with project documentation or document control preferred

Schedule

• Part-Time (approximately 30 hours per week)

• Office hours are Monday through Friday, 8:00 AM - 5:00 PM

• Flexible schedule within normal business hours

Responsibilities

Administrative Support:

• Serve as the primary administrative resource for the Florida office

• Answer and direct incoming phone calls, emails, and visitors

• Prepare, organize, and distribute correspondence and project documentation

• Assist Branch Managers and Project Managers with document preparation, data entry, reports, and project administration

• Maintain electronic and physical filing systems in accordance with company standards

• Support meeting scheduling, travel arrangements, and calendar coordination as needed

Project Support:

• Assist project teams with preparing project submittals, closeout documentation, and customer deliverables

• Maintain project documentation and records throughout the project lifecycle

• Support document control activities, including document revisions and distribution

• Assist with project start-up and closeout administrative activities

• Help ensure project records are complete and properly archived

Office Operation:

• Maintain a clean, organized, and professional office environment

• Coordinate office maintenance, cleaning, and facility needs

• Oversee office supply inventory and place orders as needed

• Coordinate company meetings, training events, and employee activities

• Support onboarding activities for new employees

Shipping, Receiving, & Materials:

• Coordinate incoming and outgoing shipments

• Receive and verify deliveries

• Track incoming materials and follow up with vendors on delayed shipments

• Support material tracking

• Assist with inventory organization and stock management

Success Factors

Successful candidates will demonstrate:

• Strong organizational and planning skills

• Excellent attention to detail

• Initiative and willingness to solve problems independently

• Ability to communicate professionally with employees, customers, and vendors

• Flexibility is a fast-paced project environment

• Positive attitude and strong team orientation

• Commitment to providing exceptional internal customer service