Administrative Coordinator

Job Description

Job Description

This is not your average administrative job. You'll be working side-by-side with the owner, someone who moves fast and appreciates people who anticipate needs and run with them. This role is a great match for a proactive individual who can handle a variety of operational duties with a good balance of independence and support.

What You'll Do

• Office Support: Keep the office well-stocked, organized, and functional; coordinate with vendors and service providers.
• Administrative & Project Support: Help coordinate project logistics, maintain documentation and permits, and assist engineers and field staff with various project needs.
• Scheduling: Handle calendars, appointments, and travel arrangements.
• Owner Support: Assist the owner with ad hoc tasks, follow-ups, project tracking, and day-to-day task support.
• Employee Onboarding: Coordinate the onboarding process for new recruits, including paperwork, training logistics, and setup of necessary equipment (laptops, phones, etc.) and digital tools (Microsoft 365, QuickBooks Time, etc.).
• Compliance & Records: Maintain proper documentation (projects, licenses, etc.), keep client and project files up to date, and help ensure reports are submitted on time.
• Financial Tasks: Support the finance team with occasional administrative tasks like check preparation or invoice preparation as needed.

What You Bring

• Experience: 2+ years of administrative or office support experience, ideally in a small firm; construction, engineering, or environmental services.
• Resilience: You're comfortable working with a team who appreciates efficiency, accuracy, and follow-through.
• Independence: You're skilled at turning loosely defined tasks into finished deliverables while working independently.
• Organization: You have strong systems for staying on top of details and managing multiple tasks and deadlines at once.
• Tech Skills: Proficient in Microsoft Office (Word, Excel, PowerPoint) and Adobe Acrobat, with experience using Canva.

Bonus If You Have

• Familiarity with asbestos, lead, or mold abatement documentation.
• Knowledge of regulatory and environmental compliance processes.
• Experience supporting field staff or managing remote communication.

Why Work With Us

• Your work directly supports public health and safety.
• You'll play a central role in a tight-knit team.
• You'll be a go-to person for keeping the office running smoothly, with room to improve the systems you work within.
• We're honest, direct, and deeply committed to doing the job right.

Work Environment

• This is a full-time, in-office role requiring your presence at our Tampa office during regular business hours.