Administrative Coordinator I- II

Syska Hennessy Group; Tampa (FL); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Medical insurance

401(k) matching

Paid time off

Transit stipend

Half-day WFH Fridays

Job summary

Syska Hennessy Group in Tampa, FL seeks an Administrative Coordinator I–II to support project teams with confidential and organized administrative work. The ideal candidate will excel at coordinating calendars, drafting correspondence, and maintaining files.

You will handle travel arrangements, meetings, proposals in Salesforce, and assist PMs with vendor and client certifications. This role offers a supportive culture, flexible benefits, and opportunities for professional growth.

Qualifications

• High School Diploma or equivalent.
• 0-3+ years of administrative experience.
• Proficient in Microsoft Office Suite including Outlook, Word, PowerPoint, and Adobe Acrobat Reader; strong proficiency with Excel.

Responsibilities

• Answer and transfer incoming telephone calls, answer questions, and record accurate messages.
• Coordinate/maintain appointment calendars and external and internal meetings, travel arrangements.
• Maintain files in accordance with company filing procedures.
• Prepare reports for management as directed.
• Act as backup for other admins.
• Schedule conference rooms, meetings, order meals.
• Take and distribute minutes of meetings.
• Enter client proposals in Salesforce database.
• Prepare transmittals and drawings for delivery via messenger, FedEx/USPS
• Submit client and vendor invoices to accounts payable (non-project related)
• Assist PM with vendor / client certification during proposal process
• Maintain project design documents and correspondence
• Project Setup for Newforma, setup Newforma distribution lists
• Input RFI's and Submittals in tracking database and distribute to internal project team
• Assist with formatting and editing project specifications
• Compose, draft and/or type correspondence, reports and presentations
• Follow up with reviewers of RFI's and Submittals
• Attend client meetings and assist with determination of project requirements. Co-chair site meetings and distribute minutes to all.
• Effectively and accurately communicate relevant project information to the client and project team
• Keep the PM and others informed about project status and issues that may impact client relations; Meet weekly with PMs to discuss all (non-financial)
• Assist with the development and preparation of reports and specifications including basis of design, due diligence, and feasibility studies
• Review field inspection reports

Skills

Organizational skills

Communication

Confidentiality

Time management

Education

High School Diploma

Associate/Bachelor's degree (plus)

Tools

Salesforce

Newforma

Procore

Concur

Excel

Outlook

Word

PowerPoint

Adobe Acrobat

Job description

Our dynamic work environment provides the optimal setting to take your administrative career to the next level. From our supportive culture, diverse workforce, and competitive compensation to our flexible work schedules and fun social events, it is everything you will need for an exciting, challenging, and rewarding career.

We currently have an exceptional opportunity for a self-motivated Administrative Coordinator I- II to join our office in Tampa, FL. The ideal candidate will be able to maintain confidentiality both internally and externally. The candidate will possess strong organizational and communication skills.

Job Responsibilities

As an Administrative Coordinator I- II, you will have a full range of administrative responsibilities for projects assigned including adherence to administrative standards and processes. You will establish and maintain excellent working relationships and respond to requests in a timely manner while utilizing the resources and best practices of our administrative division.

• Answer and transfer incoming telephone calls, answer questions, and record accurate messages
• Coordinate/maintain appointment calendars and external and internal meetings, travel arrangements
• Maintain files in accordance with company filing procedures
• Prepare reports for management as directed
• Act as backup for other admins
• Schedule conference rooms, meetings, order meals
• Take and distribute minutes of meetings
• Enter client proposals in Salesforce database
• \"Prepare transmittals and drawings for delivery via messenger, FedEx/USPS
• Submit client and vendor invoices to accounts payable (non-project related)
• Assist PM with vendor / client certification during proposal process
• Maintain project design documents and correspondence
• Project Setup for Newforma, setup Newforma distribution lists
• Input RFI's and Submittals in tracking database and distribute to internal project team
• Assist with formatting and editing project specifications
• Compose, draft and/or type correspondence, reports and presentations following prescribed formats or establishing new formats.
• Follow up with reviewers of RFI's and Submittals
• \"Attend client meetings and assist with determination of project requirements. Co-chair site meetings and distribute minutes to all.\"
• Effectively and accurately communicate relevant project information to the client and project team
• Keep the PM and others informed about project status and issues that may impact client relations; Meet weekly with PMs to discuss all (non-financial)
• Assist with the development and preparation of reports and specifications including basis of design, due diligence, and feasibility studies
• Review field inspection reports

Level II (must be proficient in Level I)

• Coordinate management meetings, including document preparation
• Assist in Coordinating and reviewing timecards
• Assist in BD activities
• Ensure all company documentation (hardcopy and electronic) is archived and purged according to the company’s record retention
• Assist with non-project related expense review and approvals.
• Process bulletins and addendums
• Review and approve timecards as a super approver
• Assist the PM in the drafting and issuance of project proposals, RFP’s, tenders, budgets, cash flows and preliminary schedules.
• Prepare project organization and communication charts
• Prepare all required close out documents
• Assist the PM with tracking the progress and quality of work being performed by design disciplines/trades before submitting to client
• Assist PM in keeping track of project commitments (drawing submittal dates, meeting minutes, etc.); Prepare and update Project Logbook
• Assist the PM with maintaining interdisciplinary coordination with other trades/project consultants
• Build relationships with external project teams including clients, architects, contractors, and vendors

Job Requirements

• High School Diploma or equivalent work experience; Associate/ Bachelor’s degree, a plus
• 0-3+ years of experience as an administrative professional
• Proficient in Microsoft Office Suite including Outlook, Word, PowerPoint, and Adobe Acrobat & Reader; strong proficiency with excel required
• Flexible to work overtime as needed

Level II (must be proficient in Level I)

• Familiarity with making travel arrangements and expense reports in Concur desirable
• Familiarity with Project Management applications such as Newforma and Procore desirable
• Familiarity with Salesforce and FinancialForce desirable
• 3 + years of relevant experience

As a member of our highly collaborative team, we provide you with a flexible benefits package that reflects our respect for your workplace contributions, professional goals, and personal priorities. The personal benefits program includes:

• Robust, comprehensive medical, dental, vision, life insurance and supplemental benefit plans
• 401(k) plan with a generous employer matching program
• Training and professional development courses
• Professional development incentive bonuses
• Dynamic Employee Resource Groups
• Competitive Paid Time Off (PTO) policy
• Transit/parking employer stipend
• ½ day work from home Fridays all year long

At Syska, we promote an environment that is committed to embedding diversity and equality into the core of our business and culture. We empower our employees so they can take ownership for their work and development and strive to continually improve themselves and our firm. Syska is a place where you can build an exceptional career and have a lasting impact on the world.

The salary range listed below is for this particular job posting. Actual pay range for candidates will be commensurate with candidate’s experience, skillsets and competencies and may differ based on the cost of labor in their particular location.