Office Administrator/Project Coordinator

Part-Time (approximately 30 hours per week), Monday through Friday, 8:00 AM – 5:00 PM with a flexible schedule within normal business hours.

About the role

The Office Administrator ensures 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.

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 Operations:
  • 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.

Requirements

• 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

Preferred Qualifications

• Experience supporting engineering, construction, manufacturing, or industrial organizations
• Experience with project documentation or document control

Success Factors

• 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 in a fast-paced project environment
• Positive attitude and strong team orientation
• Commitment to providing exceptional internal customer service