Administrative Coordinator II — Hybrid, Growth & Benefits

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

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.