Administrative Assistant & Office Operations Specialist

Prime-Controls; Orlando (FL); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Health, Dental, Vision coverage

Flexible Spending Account(s)

Generous PTO

Culture events

ESOP

401k matching and more!

Job summary

Prime Controls is seeking an Administrative Assistant to perform a mix of clerical and technical tasks to support operations across offices. The role focuses on office upkeep, mail handling, equipment management, travel planning, and project coordination to ensure smooth day-to-day activities for employees and vendors.

The ideal candidate will assist with onboarding, submittals, Excel reporting, and maintaining project trackers, while coordinating badges and IT-related needs for staff.

Qualifications

• Office management and maintenance duties to keep the office in high standard.
• Ability to handle outgoing and incoming mail, shipments, and various documents.
• Assistance with IT-related issues and device management for staff.
• Coordinate travel and prepare expense reports.
• Support project tracking, onboarding, and submittal preparation.
• Organize warehouse, track materials, and manage onsite badging.

Responsibilities

• Update project trackers and schedules.
• Print and bind necessary files.
• Assist with onboarding of new employees.
• Create service reports in Excel and run labor reports.
• Assist with safety program documentation (SIPP) and onboarding accounts.
• Set up accounts for onsite work (e.g., VEO, Procore).
• Organize travel arrangements and hotel/flight bookings.
• Prepare and submit expense reports.
• Manage mail, packages, and vendor communications.
• Maintain warehouse and material records.

Skills

Office management

Maintenance

Communication

Correspondence

Equipment management

IT support

Travel arrangements

Expense reports

Project trackers

Submittals onboarding

Warehouse management

Materials tracking

Tools

Procore

Job description

Prime Controls is seeking an Administrative Assistant to perform a mix of clerical and technical tasks to support operations across offices. The role focuses on office upkeep, mail handling, equipment management, travel planning, and project coordination to ensure smooth day-to-day activities for employees and vendors.

The ideal candidate will assist with onboarding, submittals, Excel reporting, and maintaining project trackers, while coordinating badges and IT-related needs for staff.