Regional Administrative Support
19 days ago
Fort Lauderdale
Job Description JOB SUMMARY: The Regional Administrative Support position provides administrative, operational, and project support to regional offices, project teams, and corporate departments. This role serves as a central point of contact for employees, visitors, vendors, and clients while ensuring efficient office operations, project administration, communication, and document management. The ideal candidate is detail-oriented, adaptable, customer-focused, and capable of managing multiple priorities across departments and locations. DUTIES & RESPONSIBILITIES: Administrative & Office Support • Serve as the first point of contact for employees, visitors, vendors, and clients by answering phones, greeting visitors, and directing inquiries appropriately., • Coordinate incoming and outgoing mail, packages, courier services, and document distribution., • Maintain reception areas, conference rooms, office supplies, and common office areas in a professional manner., • Coordinate meetings, conference room schedules, travel arrangements, lodging, vehicle rentals, catering, and office events., • Draft, proofread, edit, maintain, and distribute correspondence, reports, presentations, and other business documents., • Provide administrative support to multiple offices, departments, and managers as needed., • Project & Operations Support, • Support Project Managers and Operations teams with project documentation, scheduling, permit applications, bid packages, subcontractor records, and client files., • Maintain project, vendor, subcontractor, permit, and client records and databases., • Coordinate equipment, materials, office supplies, vehicle scheduling, and vendor communications., • Request vendor and subcontractor quotations and maintain pricing information and supporting documentation., • Assist with emergency response documentation, agreements, permits, and related administrative requirements. Financial & Payroll Support • Coordinate approvals and documentation for purchase orders, payables, contracts, expense reports, and credit applications., • Collect, review, and submit timesheets and supporting payroll documentation to Accounting and Human Resources., • Assist with invoicing, billing support, customer setup documentation, recurring invoices, and other financial administrative functions., • Serve as a liaison between regional offices and Corporate departments to facilitate administrative and documentation needs. General Responsibilities • Maintain professional communication with employees, clients, vendors, subcontractors, and management., • Maintain confidentiality of sensitive employee, client, financial, and company information., • Support process improvements and administrative best practices across regional offices., • Assist with special projects and perform other duties as assigned. REQUIRED SKILLS & ABILITIES: • Strong customer service, interpersonal, written, and verbal communication skills., • Excellent organizational, time-management, and multitasking abilities., • Proficiency in Microsoft Office Suite (Outlook, Word, Excel, Teams, and PowerPoint) and Adobe Acrobat., • Ability to prepare, proofread, maintain, and organize professional documents and records., • Strong attention to detail, accuracy, problem-solving, and follow-through., • Ability to work independently while supporting multiple departments, managers, and office locations., • Ability to maintain professionalism, discretion, and confidentiality. EDUCATION & EXPERIENCE: • High School Diploma or GED required., • Minimum three (3) years of administrative, office support, project support, or related experience preferred., • Experience supporting multiple departments, managers, or office locations preferred., • Experience in environmental consulting, construction, engineering, industrial services, or a related industry is preferred., • Bilingual (English/Spanish) preferred. SOFT SKILLS & PHYSICAL REQUIREMENTS: • Ability to sit, stand, walk, bend, reach, and perform general office duties throughout the workday., • Ability to lift and carry office supplies and materials up to 30 pounds., • Ability to operate standard office equipment, including computers, telephones, printers, and scanners., • Visual acuity and manual dexterity sufficient to prepare documents, enter data, and review detailed information.