Office Administrator/Project Coordinator

CEC Controls Company; Tampa (FL); On-site; USD 30,000 - 42,000; Part time

Job summary

CEC Controls Company is seeking an Office Administrator to ensure the Florida Process Controls office runs smoothly. You will support engineering, project management, and operations by coordinating documentation, logistics, and day-to-day activities in a fast-paced technical environment.

The ideal candidate is highly organized, detail-oriented, and capable of handling multiple tasks with minimal supervision while maintaining professionalism with staff, vendors, and customers.

Qualifications

• High school diploma or equivalent is required
• Proficiency with Microsoft Office (Word, Excel, Outlook, Teams, PowerPoint) and PDF creator/editor
• Excellent written and verbal communication, fluent English
• Strong organizational and time-management abilities
• Ability to prioritize multiple assignments with minimal supervision
• Experience supporting engineering, construction, manufacturing, or industrial organizations preferred

Responsibilities

• Serve as the primary administrative resource for the Florida office
• Answer and direct incoming calls, emails, and visitors
• Prepare, organize, and distribute correspondence and project documentation
• Assist Branch Managers and Project Managers with document prep, data entry, and reports
• Maintain electronic and physical filing systems
• Support meeting scheduling, travel arrangements, and calendar coordination
• Prepare project submittals, closeout documentation, and customer deliverables
• Maintain project documentation and records throughout the lifecycle
• Support document control activities, including revisions and distribution
• Assist with project start-up and closeout administrative activities
• Help ensure project records are complete and properly archived
• Coordinate office maintenance, cleaning, and facility needs
• Oversee office supply inventory and orders
• Coordinate company meetings and training events
• Support onboarding activities for new employees
• Coordinate incoming/outgoing shipments and verify deliveries
• Track materials and follow up with vendors on delayed shipments
• Assist with inventory organization and stock management

Skills

Microsoft Office

Communication

Organization

Time management

Customer service

Multi-tasking

Documentation

Problem solving

Education

High School Diploma or equivalent

Tools

PDF creator/editor

Job description

General Responsibilities

The office Administrator is responsible for ensuring the efficient day-to-day operation of the Florida Process Controls office while providing administrative and project support to the engineering, project management, and operations teams. This position plays a key role in maintaining an organized office, coordinating project documentation, supporting material logistics, and helping project teams execute work efficiently.

General Responsibilities

The office Administrator is responsible for ensuring the efficient day-to-day operation of the Florida Process Controls office while providing administrative and project support to the engineering, project management, and operations teams. This position plays a key role in maintaining an organized office, coordinating project documentation, supporting material logistics, and helping project teams execute work efficiently.

The ideal candidate is highly organized, proactive, detail-oriented, and enjoys working in a fast-paced technical environment with engineers, project managers, vendors, and customers.

Skills And Qualifications

• High School Diploma or equivalent
• Valid Driver's License
• 2+ years of administrative, office coordination, or project support experience
• Proficiency with Microsoft Office (Word, Excel, Outlook, Teams, PowerPoint) and PDF creator/editor
• Excellent written and verbal communication skills, including fluent English communication skills (written and verbal)
• Strong organizational and time-management abilities
• Ability to prioritize multiple assignments with minimal supervision
• High attention to detail and commitment to accuracy
• Professional demeanor with strong customer service skills
• Experience supporting engineering, construction, manufacturing, or industrial organizations preferred
• Experience with project documentation or document control preferred

Schedule

• Part-Time (approximately 30 hours per week)
• Office hours are Monday through Friday, 8:00 AM - 5:00 PM
• Flexible schedule within normal business hours

Responsibilities

Administrative Support:

• Serve as the primary administrative resource for the Florida office
• Answer and direct incoming phone calls, emails, and visitors
• Prepare, organize, and distribute correspondence and project documentation
• Assist Branch Managers and Project Managers with document preparation, data entry, reports, and project administration
• Maintain electronic and physical filing systems in accordance with company standards
• Support meeting scheduling, travel arrangements, and calendar coordination as needed

Project Support

• Assist project teams with preparing project submittals, closeout documentation, and customer deliverables
• Maintain project documentation and records throughout the project lifecycle
• Support document control activities, including document revisions and distribution
• Assist with project start-up and closeout administrative activities
• Help ensure project records are complete and properly archived

Office Operation

• Maintain a clean, organized, and professional office environment
• Coordinate office maintenance, cleaning, and facility needs
• Oversee office supply inventory and place orders as needed
• Coordinate company meetings, training events, and employee activities
• Support onboarding activities for new employees

Shipping, Receiving, & Materials

• Coordinate incoming and outgoing shipments
• Receive and verify deliveries
• Track incoming materials and follow up with vendors on delayed shipments
• Support material tracking
• Assist with inventory organization and stock management

Success Factors

Successful Candidates Will Demonstrate

• Strong organizational and planning skills
• Excellent attention to detail
• Initiative and willingness to solve problems independently
• Ability to communicate professionally with employees, customers, and vendors
• Flexibility is a fast-paced project environment
• Positive attitude and strong team orientation
• Commitment to providing exceptional internal customer service