Office Administrator

ACOMB OSTENDORF & ASSOCIATES LLC; Winter Park (FL); On-site; USD 42,000 - 54,000; Full time

Job summary

AOA is seeking an experienced Office Administrator in Winter Park, FL to keep day-to-day operations smooth and professional. You will support executives, manage calendars, coordinate meetings, and handle logistics from events to vendor coordination, ensuring a client-ready environment and seamless office operations.

The role requires strong organization, discretion with confidential information, and a proactive mindset to support both operational and cultural activities within a fast-paced firm.

Qualifications

• Bachelor’s degree preferred.
• 3–5+ years of administrative experience.
• Proven success in supporting executives and managing sensitive, confidential information.

Responsibilities

• Provide administrative assistance to the Team, ensuring information is handled with professionalism and discretion.
• Manage calendars, coordinate meetings, and support time management for the office.
• Prepare and reconcile expense reports.
• Assist with special projects, business development initiatives, and client preparation as needed.
• Coordinate logistics for client visits, internal meetings, and presentations (including catering, materials, and room setup).
• Attend and assist with company events, community engagements, and industry gatherings (TEA, IAAPA, etc.) as needed.
• Maintain a “client-ready” office environment daily, ensuring the workspace reflects AOA’s standards of quality, cleanliness, and hospitality.
• Monitor and communicate with vendors and service providers to ensure reliability and quality.
• Serve as the primary contact for building maintenance, and HVAC issues
• Oversee supply inventory, including paper products, snacks, beverages, office materials, and kitchen/bathroom items—organizing recurring orders and vendor communication.
• Share responsibility with the Senior Creative Administrator for mail, deliveries, and shipping; notify team members of arrivals.
• Order and display office awards, maintain décor and seasonal displays and coordinate hurricane prep as needed.
• Oversee ATMOS conference room scheduling and ensure timely acceptance or declination of booking requests.
• Coordinate technology setup for meetings, client visits, and video calls; communicate IT needs to the Tech Team or external support.
• Support out-of-state employees and guests visiting the office, assisting with logistics and workspace preparation.
• Support with tasks such as mail coordination and invoice notarization
• Maintain alignment and daily communication with the Creative Administrator on general office matters.

Skills

Organization

Communication

MS Office

Problem-solving

Attention to detail

Proactive

Education

Bachelor’s degree preferred

Job description

Office Administrator

Location

Winter Park, FL

General Job Description

The Office Administrator is a key member of AOA’s administrative operations team, responsible for ensuring the smooth day-to‑day function of our office. This position supports the AOA Team, manages administrative logistics, coordinates office operations, and maintains a polished, client‑ready environment each day.

Serving as a central point of contact for both internal teams and external vendors, this role requires strong organization, clear communication, and a proactive mindset. The Office Administrator anticipates needs, resolves issues efficiently, and supports both operational and cultural activities, from executive scheduling and purchasing to office events and vendor coordination.

The ideal candidate thrives in a fast‑paced environment, handles confidential information with discretion, and takes pride in maintaining excellence in every detail.

Responsibilities

Executive & Administrative Support

• Provide administrative assistance to the Team, ensuring information is handled with professionalism and discretion.
• Manage calendars, coordinate meetings, and support time management for the office.
• Assist in Prepare and reconcile expense reports.
• Assist with special projects, business development initiatives, and client preparation as needed.
• Coordinate logistics for client visits, internal meetings, and presentations (including catering, materials, and room setup).
• Attend and assist with company events, community engagements, and industry gatherings (TEA, IAAPA, etc.) as needed.

Office Management & Facility Oversight

• Maintain a “client‑ready” office environment daily, ensuring the workspace reflects AOA’s standards of quality, cleanliness, and hospitality.
• Monitor and communicate with vendors and service providers to ensure reliability and quality.
• Serve as the primary contact for building maintenance, and HVAC issues
• Oversee supply inventory, including paper products, snacks, beverages, office materials, and kitchen/bathroom items—organizing recurring orders and vendor communication.
• Share responsibility with the Senior Creative Administrator for mail, deliveries, and shipping; notify team members of arrivals.
• Order and display office awards, maintain décor and seasonal displays and coordinate hurricane prep as needed.

Office Coordination & Communication

• Oversee ATMOS conference room scheduling and ensure timely acceptance or declination of booking requests.
• Coordinate technology setup for meetings, client visits, and video calls; communicate IT needs to the Tech Team or external support.
• Support out-of-state employees and guests visiting the office, assisting with logistics and workspace preparation.
• Support with tasks such as mail coordination and invoice notarization
• Maintain alignment and daily communication with the Creative Administrator on general office matters.

QUALIFICATIONS

Education & Experience

• Bachelor’s degree preferred.
• 3–5+ years of administrative experience.
• Proven success in supporting executives and managing sensitive, confidential information.

Skills & Attributes

• Exceptional organizational and multitasking abilities with high attention to detail.
• Excellent written and verbal communication skills; professional, polished demeanor.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and general comfort with technology tools.
• Strong problem‑solving and decision‑making skills; proactive and dependable.

  PHYSICAL REQUIREMENTS

  • Prolonged periods of sitting at a desk and working on a computer.
  • Must be able to speak clearly and professionally with clients and colleagues
  • Lifting packages up to 50lbs.

    AOA Company Information

    About Us

    From hospitals and astronaut training facilities to restaurants, hotels, and attractions, AOA creates memorable and purpose‑driven destinations that surpass expectations and resonate across audiences. As the leading design, production, and project management firm, our team is made up of experts with multifaceted skills that translate across departments, fields, and industries. We handle all aspects of the project life cycle from concept to completion. In short, AOA is as remarkable as the projects we support, and we welcome those who live and work with dedication to quality to join our team.

    Benefits and Culture

    At AOA, we take our work and fun very seriously, which is why we prioritize our team members above all else. Our culture is built on mutual respect, transparency, and the recognition that we all have personal lives and real obligations outside of work. We support our team members as people first, because we all do our best when we’re at our best. We are proud to provide a robust PTO package, a variety of insurance coverages, and both paid maternity and paternity leave. Our benefits include health and wellness benefits, commuter benefits, special reimbursements for cell phone use, athletic classes, and more. Ultimately, our company is nothing without our team members, and we do all we can to foster an inclusive, supportive, and high‑spirited culture.

    Core Values

    AOA Vision - To dream, create, and build global experiences of a lifetime.

    AOA Mission - To create and build innovative and transformative experiences that astonish and exceed

    At AOA, we expect that all employees embrace and uphold our Company Values:

    Our Communication is rooted in authentic respect. We recognize that transparency is necessary for building trust and that professionalism is a shared responsibility in all situations.

    Our Quality is the gateway to repeat business. We go above and beyond every project to exceed expectations and introduce innovation to novel challenges.

    Our Leadership is empowered by organization‑wide integrity. We are encouraged to do the right thing, both by acting with productive financial responsibility and by being creative and efficient problem solvers.

    Our Teamwork is the foundation of our AOA Family and Community. We work collaboratively to promote diversity in all forms, champion inclusion, and sustain an environment where trust is paramount.

    Our Balance is sacred to our quality of life. We want all of our team members to be present at work and in life, to devote time to physical and mental wellness, and to embrace the moment with fun and happiness.