Administrative Coordinator

Job Description

Job Description

We are looking for an Administrative Coordinator to join our team in Odessa, Florida on a Contract basis. This position supports day-to-day office operations by keeping schedules organized, coordinating travel, maintaining documentation, and assisting multiple departments with administrative needs. The ideal candidate is highly organized, responsive, and comfortable managing competing priorities in a fast-paced environment.

Responsibilities:
• Maintain appropriate levels of office, pantry, and cleaning supplies by tracking inventory and placing orders as needed.
• Organize calendars, meetings, and conference arrangements to ensure smooth scheduling for team members and project staff.
• Draft, format, and revise letters, reports, and other business documents with a high level of accuracy and professionalism.
• Provide administrative support for special projects, including assistance with estimating-related documentation and submittal preparation when required.
• Coordinate domestic and international travel logistics, including airfare, lodging, housing, and ground transportation, while maintaining accurate travel records.
• Preserve and organize both physical and digital project files to support proper documentation control and easy retrieval.
• Assist the accounting team by receiving deliveries and supporting related administrative tasks tied to materials and project activity.
• Work with internal teams to help process purchase-related administrative requests, including purchase order requisitions.
• Perform routine checks of shared office spaces such as conference rooms and pantry areas to ensure they remain neat, stocked, and ready for use.• Experience providing administrative support in an office environment with strong attention to detail.
• Strong calendar management and scheduling skills, including coordination of meetings and appointments.
• Ability to arrange and track travel plans with strong attention to detail.
• Proficiency in preparing correspondence, reports, and other business documentation.
• Comfortable handling incoming calls and responding to routine administrative inquiries.
• Strong organizational skills with the ability to manage records, files, and multiple priorities effectively.
• Ability to collaborate with cross-functional teams, including project staff and accounting personnel.