Front Desk & Project Support Specialist

APTIM Corp.; Florida; On-site; USD 27,000 - 38,000; Full time

Benefits offered by this job

Medical, vision, and dental insurance

Paid holidays, vacation, and sickLeave

401(k) retirement plans

Job summary

APTIM Corp. in Winter Garden, FL seeks an Administrative & Project Support Assistant. The role serves as the primary front desk contact, handling administrative, project coordination, document management, and invoicing tasks for project managers and staff.

Ideal candidates are organized, professional, and able to manage multiple priorities while using Excel, Office, Adobe Acrobat, and billing documentation effectively. Strong attention to detail and communication skills are required.

Qualifications

• High school diploma or equivalent; additional coursework in administration, accounting, or business preferred.
• Experience in administrative, front desk, clerical, project support or invoicing roles in a professional office.
• Working knowledge of invoicing or billing processes, including supporting documentation and approvals.
• Proficiency in MS Office with strong Excel and Word; Outlook and PowerPoint preferred.
• Experience using Adobe Acrobat to edit and manage PDF files.
• Strong organizational, proofreading, and time-management skills.

Responsibilities

• Front desk management: answer calls, greet visitors, route deliveries.
• Sort, distribute, scan, file, and retrieve documents and records.
• Support project managers with calendar management, meetings, minutes, and travel.
• Assist project setup: organize files, track documentation, help teams meet deliverables.
• Assist invoicing: gather docs, review time/expenses, maintain billing records, draft invoices.
• Maintain trackers and reports in Excel; data entry and basic formulas.
• Create and manage PDFs with Adobe Acrobat for invoices and docs.
• Prepare reports, memos, letters, and presentations using MS Office.
• Maintain office supplies and coordinate with vendors; assist with shipping/receiving.
• Maintain licenses, vehicle maintenance schedules, and other office/project records.
• Assist Office Manager with special assignments and changing priorities.
• Protect confidential information.

Skills

Front desk professionalism

Multitasking

Microsoft Office proficiency

Communication skills

Time management

Attention to detail

Billing documentation knowledge

Education

High school diploma or equivalent

Coursework in administration, accounting, or business (preferred)

Tools

Microsoft Excel

Microsoft Office

Adobe Acrobat

Outlook

PowerPoint

Job description

APTIM Corp. in Winter Garden, FL seeks an Administrative & Project Support Assistant. The role serves as the primary front desk contact, handling administrative, project coordination, document management, and invoicing tasks for project managers and staff.

Ideal candidates are organized, professional, and able to manage multiple priorities while using Excel, Office, Adobe Acrobat, and billing documentation effectively. Strong attention to detail and communication skills are required.