Project Administrator/Office Manager

The Falcon Group - West Palm Beach, FL

Full-time - Entry Level

West Palm 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 administrative support to various projects. This position is responsible for managing the flow of information and documentation between clients and the company, ensuring that all proposals, reports, and other deliverables are prepared and sent out in a timely manner. The Project Administrator/Office Manager will proofread, format, and edit correspondence to ensure professionalism and accuracy before it reaches clients. Additionally, this role involves answering and screening phone calls, greeting visitors, and coordinating communication between departments to facilitate timely project delivery. In terms of office management, the Project Administrator/Office Manager will oversee the maintenance of office facilities, manage supplies, and assist with the onboarding of new hires. This position requires a proactive approach to problem-solving and the ability to manage multiple tasks efficiently. The Project Administrator/Office Manager will also be involved in vendor management, contract negotiations, and ensuring that office equipment is functioning properly. The role is designed for someone who is detail-oriented, organized, and capable of working independently as well as part of a team. The Falcon Group values professional growth, and this position offers opportunities for skill development and career advancement within a supportive environment.

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.
• 1 to 2 years of experience in a similar role or equivalent combination of education and experience.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Excellent written and verbal communication skills.
• Strong spelling, grammar, and proofreading skills.
• Ability to present in a professional manner at all times.
• Self-starter with strong multi-tasking and follow-up skills.
• Good time management skills and proactive approach.
• Strong attention to detail while maintaining consistent workflow 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

• Experience in a project management role.
• Familiarity with architectural or engineering services.

Benefits

• Continuing education credits
• Paid jury duty
• AD&D insurance
• Paid holidays
• Disability insurance
• Health insurance
• Dental insurance
• Cell phone reimbursement
• Parental leave
• Employee assistance program
• Vision insurance
• 401(k) matching
• Referral program
• Paid sick time
• Pet insurance