Administrative Specialist

Position: Administrative Specialist I
Join our team! Our mission is BUILDING COMMUNITIES. IMPROVING LIVES. With a history spanning over 110 years, HR Green has consistently delivered on this mission, establishing ourselves as a trusted partner for our colleagues, clients, and communities alike. Each day, we work to find solutions that inspire our employees and fit our clients' needs to build trust to exceed their expectations.

As a leading player in the industry, we're proud to be ranked No. 168 on Engineering News Record's Top 500 Design Firms list in 2025. Our unwavering dedication to cultivating an exceptional workplace environment has earned us the distinguished honor of being recognized as a Best Place to Work.

Summary

We're looking for a part-time Administrative Assistant who keeps things moving - someone who keeps the office running efficiently and manages key administrative responsibilities that support the team's success. Ideal schedule would be Monday
- Friday, 9 am - 3 pm. This role centers on supporting our Melbourne office- welcoming visitors, preparing documents, assisting project teams, and keeping shared spaces organized and comfortable. This position is fully on site and based in Melbourne. Remote assistance will also be given to our Sarasota Office.

ESSENTIAL DUTIES AND RESPONSIBILITIES

* Assist in organizing office activities, inventory and order office supplies, coordinate with vendors, and assist Site Leader in maintaining office safety, culture, and physical site.

* Reserve and prepare conference rooms for meetings, secure Wi
- Fi guest passwords, set up equipment and technology needs, arrange tables, coordinate catering and cleanup.

* Assisting colleagues with miscellaneous support including but not limited to: new hire orientation, licensing renewals, scheduling meetings and preparing agendas, travel arrangements, and general office, departmental and/or company process questions.

* Work cooperatively with IT, Marketing, Human Resources,

* and Accounting departments as necessary.

* Works cooperatively with other administrative staff and site leader to ensure site/department administrative needs are met efficiently.

* Maintain accurate database of client contact information.

* Receive telephone calls, greet business visitors, and handle incoming and outgoing mail and packages.

* Composes routine letters, memorandums, and recurring

* reports for appropriate signatures.

* Sorts and prepares documents for imaging or scanning and verify document accuracy with indexes as well as create electronic copies of documents including but not limited to proposals, engineering reports, specification documents, and drawings.

* Proofreads typed data ensuring proper spelling, punctuation, and grammar usage; may perform minor document revisions to ensure clarity.

* Types and assembles data (i.e., tables, charts, reports, and memorandums) from verbal or written instruction; applies knowledge of equipment and software application capabilities to plan details of formatting, spacing and page layout.

* Assist pursuit team by proofreading, printing, binding, and packaging proposals for shipment or delivery.

* Establishes, maintains, and revises departmental files and readily identifiable control files for matters in progress.

* Maintains list of project plan holders.

* Maintains files and folders following company standards.

* Other duties may be assigned

EDUCATION/EXPERIENCE/COMPETENCIES

* High School Diploma or equivalent, plus one to three years of administrative support experience is required. Associates Degree preferred.

* Strong working knowledge of Microsoft Office 365 programs (i.e., Word, Excel, PowerPoint, One Note). Basic accounting experience is preferred.

* Ability to learn new technology and programs specific to our company such as Teams, VantagePoint, Bluebeam, and Adobe PDF.

* Must be able to communicate effectively, both orally and in writing, with employees, vendors, and managers. Ability to solve practical problems and deal with a variety of concrete variables with limited daily interaction with manager.

* Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Benefits

Not only does HR Green…