Project Administrator/Office Manager

The Falcon Group - Riviera Beach, FL

Full-time - Entry Level

Riviera Beach, FL

101-250 employees

Professional, Scientific, and Technical Services

About the position

The Project Administrator/Office Manager at The Falcon Group plays a crucial role in ensuring the smooth operation of the office while providing essential support to the company's project administration. This position is responsible for managing various administrative tasks, including proofreading, formatting, and editing correspondence, reports, and proposals to ensure they are client-ready. The Project Administrator will also handle communication with clients, including answering and screening phone calls, taking messages, and arranging conference calls. Additionally, this role involves greeting visitors and ensuring they are directed appropriately within the office. Timely distribution of proposals and documents is a key responsibility, as is coordinating communication between departments to ensure all deliverables are met on time. In terms of office management, the Project Administrator will oversee the office's physical condition, manage supplies, and assist with the onboarding of new hires. This role requires collaboration with the C.O.O. and HR to maintain office policies and manage vendor relationships. The Project Administrator will also be involved in contract negotiations with office vendors and will assist with special projects as needed. The position requires a proactive approach to problem-solving and the ability to manage multiple tasks efficiently while maintaining a high level of professionalism and customer service. Overall, the Project Administrator/Office Manager is integral to the daily operations of The Falcon Group, ensuring that both administrative and office management functions are executed effectively to support the company's mission of delivering exceptional service to its diverse client base.

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 overnight.
• 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, as this position may require travel to the post office and/or FedEx.
• Proficiency with MS Office (Word, Excel, Outlook).
• Excellent written and verbal communication skills.
• Excellent spelling, grammar and proof-reading skills.
• Presents in a professional manner at all times.
• 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 to represent the organization with clients, affiliates, and outside agencies.

Nice-to-haves

• Ability to work overtime if needed.

Benefits

• Medical, Dental and Vision coverage, where we pay a portion of the premiums.
• Supplement Insurance Options- Life, AD&D, Legal Plan, Pet Insurance, Critical Illness, Hospital Indemnity and Accident Plans.
• Fully Company funded Short-Term & Long-Term Disability benefits.
• 401K- A retirement program where we provide a match up to 3%.
• 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.
• Employee Assistance Program.
• Workers Compensation.