Office Administrator/Project Coordinator in Tampa, Florida at CEC Controls Company Inc

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