Office Administrator - #3063

Wadetrim; Orlando (FL); Hybrid; USD 42,000 - 56,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

Disability insurance

Education reimbursement

401(k) or equivalent

Performance bonuses

Employee stock program

Wellness program

Job summary

Wade Trim, an infrastructure engineering firm, seeks an Office Administrator to join the Orlando-based Administration team, with travel to Palm Bay and Miami as needed. The ideal candidate has a high school diploma and 7–10 years of related office experience.

You will manage the Administrative Support Desk, document control in ProjectWise, shipping, facilities, budgets, safety duties, and front-desk operations, while ensuring policy compliance and smooth day-to-day office activities.

Qualifications

• High school diploma required and strong leadership and communication skills.
• Excellent writing, organizational, and communication abilities.
• Proficiency with Microsoft Office and standard office equipment.

Responsibilities

• Manage Administrative Support Desk tickets, proofreading and finalizing documents.
• Save correspondence and documents in ProjectWise for centralized records.
• Prepare and distribute mail and packages via USPS/UPS with accurate addressing.
• Oversee building functions including HVAC, maintenance, and supplies.
• Assist with budgeting and vendor management for the office location.
• Act as safety lead, conduct monthly safety inspections, and manage SDS."
• Greet visitors, coordinate front-desk activities, meetings, and catering.
• Maintain office policies and procedures; support office events and initiatives.
• Travel to other offices as needed to support operations.

Skills

Leadership

Communication

Organizational skills

Professional demeanor

Education

High school diploma

Tools

Microsoft Office

ProjectWise

Multi-line telephone system

Office equipment (printer/copier)

Job description

What We Offer:

Our excellent salary and benefits package includes medical, dental, vision, life insurance, short and long-term disability coverage, education reimbursement, 401(k), performance bonuses, and an employee stock program. Employee Resource Groups and Programs offered include the Young Professionals Group, Women at Wade Trim, Diversity, Equity and Inclusion, Professional Development, Leadership Development, Mentor Program, Sustainability Program, and Wellness Program.

Position Description:

We are looking for an Office Administrator to join our Administration team and support our Orlando, Palm Bay, and Miami offices. This position will be based out Orlando and will require travel to the other office as needed to support office operations, administrative functions, meetings, events, and business needs. The candidate must have a high school diploma and seven to ten years of related office experience. The ideal candidate will be self-motivated, work well with others, and possess excellent writing, organizational, and communication skills.

• Manage requests submitted through the Administrative Support Desk ticketing system, ensuring timely proofreading, formatting, and finalization of documents such as transmittals, memorandums, correspondence, agreements, amendments, reports, meeting agendas, meeting minutes, and contract specifications.
• All administrative correspondence should be saved in ProjectWise to ensure a centralized, secure, and auditable record of project communications. Storing emails, letters, meeting minutes, and related documents in the system to help maintain version control, supports regulatory compliance, and ensures all team members have access to the most current and complete information.
• Prepare and distribute outgoing documents via regular United States Postal Service and United Parcel Service, ensuring accurate addressing, proper packaging, and selection of appropriate shipping methods. Track shipments, maintain mailing records, and coordinate delivery timelines to ensure timely and secure receipt of materials.
• Oversee all building functions including landscaping, maintenance, invoice payments, HVAC, office equipment management, and supply orders.
• Budget management for office location, including third-party vendors.
• Serve as acting safety lead for office location by conducting monthly safety inspections, maintaining and updating Safety Data Sheets (SDS), and exercising sound judgment and discretion to address and resolve safety concerns as they arise.
• Serve as acting office receptionist, managing front-desk operations including greeting and assisting visitors, answering and directing phone calls, coordinating client interactions, scheduling and supporting meetings, order catering, and preparing conference rooms to ensure meetings run smoothly.
• Maintain local and corporate office administration policies and procedures.
• Implement and maintain office administration projects.
• Identify compliance of policies and procedures by office personnel.
• Maintain and recommend budgets for indirect expenses/capital expenditures.
• Review and approve office supply purchase orders in accordance with standard purchasing procedures.
• Maintain all office furniture and equipment except for computer-related equipment.
• Maintain office inventory list/database.
• Oversee record retention procedures with regards to file audits.
• Assist the project manager with contract reviews.
• Organize office/event functions (i.e., client entertainment, technical functions, engineering firm week, summer BBQ, holiday party, etc.).
• Assist Corporate groups as needed.
• Research special projects as assigned.
• Travel to other office locations as needed to support administrative operations and business needs.
• Maintain a safe working environment.

Qualifications

• High school diploma
• This position requires strong leadership and communication skills and excellent organizational skills to accommodate multiple tasks simultaneously.
• This position requires a professional demeanor when dealing with all individuals at all levels. Must be easily understood by other employees, clients, and vendors.
• Working knowledge of Microsoft Office software (Word, Excel, Outlook, etc.), as well as the following:
• Personal computer
• Multi-line telephone system
• Multi-functional printer
• Postage machine

About Wade Trim

Wade Trim is committed to maximizing the value of infrastructure investments. We’ve been solving complex engineering challenges for a century. We customize our work approach to fit each project using a collaborative, friendly style to deliver solutions our clients can stand behind.

Our supportive culture recognizes and strives to fulfill collective client, company, and individual needs. Mentoring and building skills of Wade Trim staff is a priority. Frequent interaction among staff is encouraged, company leadership is easily accessible, and opportunities are provided for staff to help shape the firm’s future through strategic planning. Work/life balance is supported through a flexible, hybrid work schedule that brings team members together in the office at least three days a week and connects them virtually when working from home.

To solve our clients’ toughest challenges, we’ve devoted ourselves to delivering innovative solutions. Our Office of Applied Technology (OAT) is dedicated to seeking new technologies or ways to apply existing technologies to enhance value to our clients and positively impact communities. All staff are encouraged to share ideas and suggestions for innovative technologies or processes to adopt. This open-minded approach enables us to advance technology, foster innovation, and stay ahead of our clients’ needs.

Wade Trim’s success is shared by the employees that make it happen. Since our beginning, our firm has been 100% employee owned. This cultivates an ownership mindset that benefits our work approach, collaborative culture, and ability to deliver client solutions. We believe employee ownership drives the sustainability and growth of our firm and provides all our employees with opportunities for financial success.

Wade Trim is an Affirmitive Action/Equal Opportunity Employer.