Office Manager/Project Administrator

The Falcon Group - Miami, FL

Full-time - Entry Level

Miami, FL

101-250 employees

Professional, Scientific, and Technical Services

About the position

The Falcon Group is seeking an energetic Office Manager/Project Administrator to join our fast-paced engineering and architectural firm located in Miami, Florida. This role is crucial for ensuring that the day-to-day operations of the office run smoothly while providing support to various company functions. The Office Manager/Project Administrator will be responsible for sending proposals, reports, specifications, and other deliverables to clients, ensuring that all communications are professional and timely. The ideal candidate will have a strong attention to detail and the ability to manage multiple tasks effectively in a dynamic environment. In this position, you will proofread, format, and edit letters and reports, ensuring that all correspondence is client-ready. You will also be the first point of contact for visitors and clients, managing phone calls and messages with professionalism. Timely distribution of proposals and documents is essential, as is coordinating communication between departments to ensure that all deliverables are met on schedule. You will assist with administrative tasks, including managing office supplies, maintaining office conditions, and supporting the onboarding process for new hires. The role also involves managing vendor relationships, negotiating contracts, and ensuring that office equipment is functioning properly. You will work closely with the C.O.O. and HR to update office policies and assist with special projects as needed. This position does not have supervisory responsibilities but requires a proactive approach to support the team and contribute to the overall success of the organization.

Responsibilities

• Proofreads, formats, and edits letters, reports, and all other correspondence from draft stage to client-ready work.
• Answers and screens telephone calls in a professional and timely manner; takes accurate messages with a high degree of professionalism and courtesy; arranges conference calls.
• Meets and greets visitors as needed and when appropriate, shows them to the conference room, etc.
• Responsible for timely distribution of proposals, documents or reports being mailed, faxed, e-mailed or overnighted.
• Coordinates communication and/or tasks between various departments to ensure all deliverables are delivered in a timely manner.
• Distributes packages; prepares overnight packages.
• Occasionally delivers to Post-Office / Fed-Ex, etc.
• Works with Executives on receivables and client project maintenance for billing and account accuracy.
• Participates in administrative staff meetings.
• Performs other related duties as assigned.
• Manages facilities to assist with safe and smooth operations.
• Maintains the office condition and arranges necessary repairs.
• Partners with the C.O.O. and HR to update and maintain office policies as necessary.
• Orders supplies, and tracks inventory to ensure items are readily in stock when needed.
• Accomplishes special project results by communicating and coordinating requirements with team, evaluating options, evaluating milestones, and meeting deadlines.
• Assists all departments and regions as needed.
• Assists with the day-to-day operations of the office.
• Assists in the onboarding process for new hires.
• Manages contract and price negotiations with office vendors.
• Keeps office equipment operating by following the necessary operating instructions.
• Assists with new office setups by renting space, establishing utilities, equipment and services.
• Maintains vendor relationships by responding to requests, providing information and resolving problems.

Requirements

• Bachelor's degree from an accredited four-year college or university in business management or related field.
• One to two years of experience, and/or training, or equivalent combination of education and experience.
• Valid United States Driver's License required.

Nice-to-haves

• Proficiency with MS Office (Word, Excel, Outlook).
• Excellent written and verbal communication skills.
• Excellent spelling, grammar and proof-reading skills.
• Self-starter with strong multi-tasking and follow-up skills.
• Ability to prioritize and manage time effectively.
• Strong attention to detail while maintaining consistent work-flow and meeting deadlines.
• Ability to work independently as well as part of a team.
• Excellent customer service skills.

Benefits

• 401(k) matching
• AD&D insurance
• Cell phone reimbursement
• Continuing education credits
• Dental insurance
• Disability insurance
• Employee assistance program
• Medical, Dental and Vision coverage
• Supplement Insurance Options
• Fully Company funded Short-Term & Long-Term Disability benefits
• Paid Holidays
• Paid sick time and Vacation days
• Employee Referral Program
• Employee Recognition Program
• Continuing Education Reimbursement
• Professional Licensing Assistance
• Jury Duty Leave
• Maternity/Paternity Leave
• Mobile Phone Reimbursement/ discounts
• Workers Compensation