Office Coordinator

Pape-Dawson; Fort Myers, Northern (FL, KY); Hybrid; USD 40,000 - 55,000; Full time

Job summary

Pape-Dawson in Fort Myers, FL is seeking an Office Coordinator to support the smooth operation of the office and assist project teams. This role will handle day-to-day office services, document production, scheduling, and client-facing activities.

The ideal candidate has 3+ years in office coordination or related roles, strong communication and organizational skills, and proficiency with Microsoft Office. Some travel and after-hours flexibility may be required.

Qualifications

• Strong written and verbal communication and interpersonal skills.
• Experience coordinating office operations, project support, or professional staff.
• Experience with permitting coordination preferred.

Responsibilities

• Coordinate day-to-day office services, supplies, shared spaces, mail, deliveries, and related operational needs.
• Greet and assist visitors and callers professionally and ensure timely communication and message handling.
• Maintain conference rooms and shared office areas, organized and stocked.
• Prepare letters, proposals, reports, spreadsheets, memorandums, and other business documents.
• Provide documentation and coordination support to project managers, senior leaders, and project teams.
• Coordinate calendars, meetings, travel arrangements, and related logistics.

Skills

Communication skills

Education

High school diploma or equivalent

Associate’s degree

Bachelor’s degree

Tools

Microsoft Excel

Microsoft Word

Outlook

Teams

Job description

## Office CoordinatorApply: Fort Myers, FL: Full time: Posted Yesterday: JR101614**Job Description:****Overview**The Office Coordinator supports the effective day-to-day operation of the office by coordinating office services, resources, administrative activities, and project support needs. This role serves as a central resource for office logistics and helps maintain an organized, responsive, and productive work environment.**Responsibilities*** Coordinate day-to-day office services, supplies, shared spaces, mail, deliveries, and related operational needs.* Greet and assist visitors and callers professionally and ensure timely communication and message handling.* Maintain conference rooms and shared office areas to ensure they are organized, presentable, and appropriately stocked.* Maintain office supply inventory and coordinate orders and deliveries.* Coordinate overnight shipments, courier requests, incoming correspondence, and the pick-up and delivery of engineering documents.* Create, edit, and produce letters, proposals, reports, spreadsheets, memorandums, and other business documents.* Provide documentation and coordination support to project managers, senior leaders, and project teams.* Provide permitting coordination support to design teams, including tracking and supporting required documentation and submittals.* Process and distribute sensitive and confidential information with discretion.* Maintain, retrieve, and organize corporate documents, records, and reports using company systems and technology.* Coordinate calendars, schedules, meetings, training, travel arrangements, and related logistics as requested.* Prepare meeting materials and agendas and coordinate catering and logistics for internal and client-facing meetings and events.* Monitor office operational needs and coordinate with appropriate internal teams or service providers to resolve routine issues.* Support Project Managers by preparing and editing proposals, coordinating required documentation, and processing new project setup requests within company systems to ensure accurate and timely project initiation.* Provide office and project support across teams as needed.**Qualifications*** High school diploma or equivalent required; associate’s or bachelor’s degree preferred.* 3+ years of experience in office coordination, office administration, or a similar support role, preferably in a professional services or architecture, engineering, and construction environment.* Experience supporting office operations, project teams, or professional staff.* Experience with permitting coordination preferred.* Strong proficiency in Microsoft Office, including Excel, Word, Outlook, and Teams; experience with enterprise resource planning, document management, or business intelligence systems preferred.* Strong written and verbal communication and interpersonal skills.* Strong organizational and time-management skills with attention to detail and accuracy.* Ability to coordinate multiple priorities, meet deadlines, and respond effectively to changing needs.* Ability to handle sensitive and confidential information appropriately.* Ability to take initiative and operate with some independence while seeking guidance as needed.* Strong customer-service orientation and dependable, professional approach.* Typical workweek is Monday–Friday during standard business hours, with flexibility to work extended hours, weekends, and travel based on project needs.