Office Administrator - Maitland

Wright-Pierce; Town of Florida (NY); On-site; USD 52,000 - 78,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Wellness program with fitnessreimb.

Mental health benefit

401(k) match with profit-sharing

Career development path

Paid time off & holidays

Hybrid work environment

Job summary

Wright-Pierce seeks an organized Office Administrator to support day-to-day activities across multiple southern region offices from our Maitland, FL location. This role serves as a key administrative contact for coordination, planning, engagement, logistics, and document production.

The successful candidate will manage office operations, assist with document production, onboarding, and IT/vendor coordination, while traveling to the Jacksonville, FL office roughly once per month.

Qualifications

• Three or more years of experience in administration, coordination, operations, hospitality, customer service, or related field.
• Proficiency with Microsoft Office applications (Outlook, Word, Excel, PowerPoint, Teams, SharePoint) and strong Word formatting; PDF editing and document production software.
• Ability to prioritize work, meet deadlines, and handle a high volume of responsibilities.
• Experience arranging meetings, events, workplace services, vendors, or administrative activities.

Responsibilities

• Provide administrative assistance to multiple offices within the southern region while based in the Maitland, FL, office. Travel to the Jacksonville, FL, office approximately once per month (days negotiable, mileage reimbursed).
• Coordinate day-to-day office operations to maintain an organized, efficient, and productive workplace while serving as a primary resource for staff needs.
• Oversee supplies, common areas, shipping activities, vendor services, and other logistical needs to keep the offices running smoothly.
• Arrange meetings, trainings, employee events, travel, and related logistics.
• Support professional affiliation and licensing activities, including membership renewals and tracking, conference registration assistance, and coordination of related administrative tasks.
• Assist with preparation of professional documents and project materials, including scanning and large-format printing.
• Maintain and troubleshoot document production equipment, including Xerox copier and large-format plotter, coordinating IT/vendor service as needed.
• Coordinate employee technology and workspace resources, including onboarding, equipment setup, inventory tracking, troubleshooting, and ongoing IT/vendor support.

Skills

Organizational skills

Microsoft Office

Communication

Customer service

Time management

Education

BA/BS degree in related field

Tools

SharePoint

PDF editing

Job description

Wright-Pierce is seeking a highly organized, adaptable, and service-oriented Office Administrator to support day-to-day activities across multiple southern region offices while working from our Maitland, FL, location. This role serves as a key administrative contact for daily coordination, planning, employee engagement, workplace logistics, and document production. The successful candidate enjoys variety, adapts well to changing deadlines and workloads, and confidently balances priorities while maintaining professionalism, accuracy, and reliability. We are looking for an initiative-taking problem solver who uses thoughtful judgment, communicates effectively, and takes ownership of finding solutions. This individual should be comfortable shifting focus as needs change and providing reliable assistance to employees across the region.

Responsibilities

Office Operations & Administration

• Provide administrative assistance to multiple offices within the southern region while based in the Maitland, FL, office. Travel to the Jacksonville, FL, office is required approximately once per month (days negotiable and planned in advance, mileage reimbursed).
• Coordinate day-to-day office operations to maintain an organized, efficient, and productive workplace while serving as a primary resource for staff needs.
• Oversee supplies, common areas, shipping activities, vendor services, and other logistical needs to keep the offices running smoothly.
• Arrange meetings, trainings, employee events, travel, and related logistics.
• Support professional affiliation and licensing activities, including membership renewals and tracking, conference registration assistance, and coordination of related administrative tasks.

Document Production & Technical Support

• Assist with the preparation of professional documents and project materials, including scanning and large-format printing.
• Maintain and troubleshoot document production equipment, including the Xerox multifunction copier and large-format plotter, working with Information Technology (IT) and vendors to resolve issues and coordinate service as needed.
• Coordinate employee technology and workspace resources, including new-hire onboarding, equipment setup, inventory tracking, troubleshooting, and ongoing assistance in partnership with IT and vendors as needed.

Essential Functions

• Exceptional organizational and time-management skills.
• Ability to manage multiple priorities while adapting to changing demands.
• Sound judgment, decision-making, and problem-solving skills.
• Strong written and verbal communication skills, with careful attention to detail.
• Customer-service mindset and commitment to supporting others, with the ability to work independently and as part of a team.
• Ability to foster a collaborative, friendly, and professional office atmosphere.
• Self-motivation, accountability, and ownership of responsibilities.
• Integrity, commitment, and alignment with company’s core values.
• Strong technical aptitude and ability to learn, operate, and troubleshoot office technology.

Qualifications

• Three or more years of experience in administration, coordination, operations, hospitality, customer service, or a related field. (AEC Industry experience a plus)
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint, with strong Microsoft Word formatting skills; proficiency with PDF editing and document production software.
• Demonstrated ability to prioritize work, meet competing deadlines, and handle a high volume of responsibilities.
• Experience arranging meetings, events, workplace services, vendors, or administrative activities.

Education

• BA/BS degree (in related field)

Office Location

Wright-Pierce’s goal is to foster a culture of health and wellness. We accomplish this by creating a work environment that promotes healthy living, encourages volunteerism, and supports personal development and well-being. To achieve this goal, we offer a variety of benefits, some of which are highlighted below. Check out our fullbenefits overview for more.

• Medical, dental, and vision insurance beginning on date of hire
• Wellness program with fitness reimbursement
• Mental health and well-being benefit
• 401(k) match with employer match and profit-sharing contribution with no vesting period
• Defined career development path, mentorship program, and Wright-Pierce University training program
• Paid time off, paid and floating holidays, and paid parental leave
• Flexible work schedules and hybrid work environment

Best in Class Engagement

Our recent employee engagement survey, conducted by The Employee Engagement Group, revealed a highly engaged workforce with 87% respondingand94% of respondents indicating they would recommend Wright-Pierce as a place to work. These results are best-in-class for the A/E/C industry and reflect our commitment to creating a positive work environment. The firm’s top performing areas, based on employee feedback, include respect for others, opportunities to socialize, career opportunities, and life-work balance.

At Wright-Pierce we are committed to fostering, cultivating, and preserving a culture of diversity and inclusion. We provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type on the basis of race, color, religion, age, sex, gender expression, national origin, disability status, genetics, protected veteran status, sexual orientation, or any other characteristic protected by federal, state, or local laws.

Sponsorship Available:At this time, we will not support sponsorship, i.e. H-1B or TN Visas for this position.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.