Administrative Coordinator I- II

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

Keep the PM and others informed about project status and issues that may impact client relations; Meet weekly with PMs to discuss all (non-financial)

Assist with the development and preparation of reports and specifications including basis of design, due diligence, and feasibility studies

Review field inspection reports

Level II (must be proficient in Level I)

Coordinate management meetings, including document preparation

Assist in Coordinating and reviewing timecards

Assist in BD activities

Ensure all company documentation (hardcopy and electronic) is archived and purged according to the company’s record retention

Assist with non-project related expense review and approvals.

Process bulletins and addendums

Review and approve timecards as a super approver

Assist the PM in the drafting and issuance of project proposals, RFP’s, tenders, budgets, cash flows and preliminary schedules.

Prepare project organization and communication charts

Prepare all required close out documents

Assist the PM with tracking the progress and quality of work being performed by design disciplines/trades before submitting to client

Assist PM in keeping track of project commitments (drawing submittal dates, meeting minutes, etc.); Prepare and update Project Logbook

Assist the PM with maintaining interdisciplinary coordination with other trades/project consultants

Build relationships with external project teams including clients, architects, contractors, and vendors

Job Requirements

High School Diploma or equivalent work experience; Associate/ Bachelor’s degree, a plus

0-3+ years of experience as an administrative professional

Proficient in Microsoft Office Suite including Outlook, Word, PowerPoint, and Adobe Acrobat & Reader; strong proficiency with excel required

Flexible to work overtime as needed

Level II (must be proficient in Level I)

Familiarity with making travel arrangements and expense reports in Concur desirable

Familiarity with Project Management applications such as Newforma and Procore desirable

Familiarity with Salesforce and FinancialForce desirable

3 + years of relevant experience

Benefits

As a member of our highly collaborative team, we provide you with a flexible benefits package that reflects our respect for your workplace contributions, professional goals, and personal priorities. The personal benefits program includes:

Robust, comprehensive medical, dental, vision, life insurance and supplemental benefit plans

401(k) plan with a generous employer matching program

Training and professional development courses

Professional development incentive bonuses

Dynamic Employee Resource Groups

Competitive Paid Time Off (PTO) policy

Transit/parking employer stipend

½ day work from home Fridays all year long

At Syska, we promote an environment that is committed to embedding diversity and equality into the core of our business and culture. We empower our employees so they can take ownership for their work and development and strive to continually improve themselves and our firm. Syska is a place where you can build an exceptional career and have a lasting impact on the world.

The salary range listed below is for this particular job posting. Actual pay range for candidates will be commensurate with candidate’s experience, skillsets and competencies and may differ based on the cost of labor in their particular location.

Syska wide Pay Range

$39,565 — $70,000 USD