Office Administrator - #3063

About the role

We are looking for an Office Administrator to join our Administration team and support our Orlando, Palm Bay, and Miami offices. This position will be based out of Orlando and will require travel to the other offices as needed to support office operations, administrative functions, meetings, events, and business needs. The candidate must have a high school diploma and seven to ten years of related office experience. The ideal candidate will be self-motivated, work well with others, and possess excellent writing, organizational, and communication skills.

Responsibilities

• Manage requests submitted through the Administrative Support Desk ticketing system, ensuring timely proofreading, formatting, and finalization of documents such as transmittals, memorandums, correspondence, agreements, amendments, reports, meeting agendas, meeting minutes, and contract specifications.
• Ensure all administrative correspondence is saved in ProjectWise to maintain a centralized, secure, and auditable record of project communications, including emails, letters, meeting minutes, and related documents for version control, regulatory compliance, and team access to current information.
• Prepare and distribute outgoing documents via United States Postal Service and United Parcel Service, ensuring accurate addressing, proper packaging, and selection of appropriate shipping methods; track shipments, maintain mailing records, and coordinate delivery timelines.
• Oversee all building functions including landscaping, maintenance, invoice payments, HVAC, office equipment management, and supply orders.
• Manage budget for office location, including third-party vendors.
• Serve as acting safety lead for office location by conducting monthly safety inspections, maintaining and updating Safety Data Sheets (SDS), and exercising sound judgment to address and resolve safety concerns.
• Serve as acting office receptionist, managing front-desk operations including greeting and assisting visitors, answering and directing phone calls, coordinating client interactions, scheduling and supporting meetings, ordering catering, and preparing conference rooms.
• Maintain local and corporate office administration policies and procedures.
• Implement and maintain office administration projects.
• Identify compliance of policies and procedures by office personnel.
• Maintain and recommend budgets for indirect expenses and capital expenditures.
• Review and approve office supply purchase orders in accordance with standard purchasing procedures.
• Maintain all office furniture and equipment except for computer-related equipment.
• Maintain office inventory list/database.
• Oversee record retention procedures with regards to file audits.
• Assist the project manager with contract reviews.
• Organize office/event functions (e.g., client entertainment, technical functions, engineering firm week, summer BBQ, holiday party, etc.).
• Assist Corporate groups as needed.
• Research special projects as assigned.
• Travel to other office locations as needed to support administrative operations and business needs.
• Maintain a safe working environment.

Requirements

• High school diploma
• Seven to ten years of related office experience
• Strong leadership and communication skills
• Excellent organizational skills to accommodate multiple tasks simultaneously
• Professional demeanor when dealing with individuals at all levels
• Must be easily understood by other employees, clients, and vendors
• Working knowledge of Microsoft Office software (Word, Excel, Outlook, etc.)
• Working knowledge of personal computer, multi-line telephone system, multi-functional printer, and postage machine

Benefits

• Medical, dental, and vision insurance
• Life insurance
• Short and long-term disability coverage
• Education reimbursement
• 401(k) plan
• Performance bonuses
• Employee stock program

Employee Resource Groups & Programs

• Young Professionals Group
• Women at Wade Trim
• Diversity, Equity and Inclusion
• Professional Development
• Leadership Development
• Mentor Program
• Sustainability Program
• Wellness Program

About the company

Wade Trim is committed to maximizing the value of infrastructure investments. We've been solving complex engineering challenges for a century. We customize our work approach to fit each project using a collaborative, friendly style to deliver solutions our clients can stand behind. Our supportive culture recognizes and strives to fulfill collective client, company, and individual needs. Mentoring and building skills of Wade Trim staff is a priority. Frequent interaction among staff is encouraged, company leadership is easily accessible, and opportunities are provided for staff to help shape the firm's future through strategic planning. Work/life balance is supported through a flexible, hybrid work schedule that brings team members together in the office at least three days a week and connects them virtually when working from home.

To solve our clients' toughest challenges, we've devoted ourselves to delivering innovative solutions. Our Office of Applied Technology (OAT) is dedicated to seeking new technologies or ways to apply existing technologies to enhance value to our clients and positively impact communities. All staff are encouraged to share ideas and suggestions for innovative technologies or processes to adopt. This open-minded approach enables us to advance technology, foster innovation, and stay ahead of our clients' needs.

Wade Trim's success is shared by the employees that make it happen. Since our beginning, our firm has been 100% employee owned. This cultivates an ownership mindset that benefits our work approach, collaborative culture, and ability to deliver client solutions. We believe employee ownership drives the sustainability and growth of our firm and provides all our employees with opportunities for financial success.