Administrative Coordinator

Our dynamic work environment provides the optimal setting to take your administrative career to the next level. From our supportive culture, diverse workforce, and competitive compensation to our flexible work schedules and fun social events, it is everything you will need for an exciting, challenging, and rewarding career.

We currently have an exceptional opportunity for a self-motivated Administrative Coordinator I- II to join our office in Tampa, FL. The ideal candidate will be able to maintain confidentiality both internally and externally. The candidate will possess strong organizational and communication skills.

Job Responsibilities

As an Administrative Coordinator I- II, you will have a full range of administrative responsibilities for projects assigned including adherence to administrative standards and processes. You will establish and maintain excellent working relationships and respond to requests in a timely manner while utilizing the resources and best practices of our administrative division.

• Answer and transfer incoming telephone calls, answer questions, and record accurate messages
• Coordinate/maintain appointment calendars and external and internal meetings, travel arrangements
• Perform data entry
• Maintain files in accordance with company filing procedures
• Prepare reports for management as directed
• Act as backup for other admins
• Schedule conference rooms, meetings, order meals
• Take and distribute minutes of meetings
• Enter client proposals in Salesforce database
• "Prepare transmittals and drawings for delivery via messenger, FedEx/USPS
• Submit client and vendor invoices to accounts payable (non-project related)
• Assist PM with vendor / client certification during proposal process
• Maintain project design documents and correspondence
• Project Setup for Newforma, setup Newforma distribution lists
• Input RFI's and Submittals in tracking database and distribute to internal project team
• Assist with formatting and editing project specifications
• Compose, draft and/or type correspondence, reports and presentations following prescribed formats or establishing new formats.
• Follow up with reviewers of RFI's and Submittals
• "Attend client meetings and assist with determination of project requirements. Co-chair site meetings and distribute minutes to all."
• Effectively and accurately communicate relevant project information to the client and project team