Administrative Specialist III

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Full Time Admin West Palm Beach, FL, West Palm Beach, FL, US

4 days ago Requisition

Job Summary:

The Administrative Specialist / Office Manager supports project teams and internal departments by coordinating, reviewing, and processing business documentation and communications while overseeing the day-to-day operations of the office. This role ensures that project information is accurate, complete, and delivered promptly, and that the office environment runs efficiently, contributing to the smooth execution of organizational initiatives.

In addition to core administrative responsibilities, this position serves as the primary point of contact for office operations, coordinates and provides guidance to administrative and support staff, and helps establish and maintain office procedures, workflows, and standards. The ideal candidate is well-organized, detail-oriented, and able to effectively manage multiple priorities and people while maintaining a high standard of professionalism, leadership, and customer service.

Administrative Duties:

• Serve as a key administrative resource supporting business development, project execution, and daily operations.
• Prepare, review, organize, and transmit project-related correspondence and documentation, ensuring accuracy and compliance with company standards and client requirements.
• Provide administrative support throughout the project lifecycle, including review, distribution, and filing of:
• Proposals – scopes and cost estimates for proposed work.
• Preliminary and Budgetary Letters – early-stage pricing or scope communications.
• Work Orders – scopes and cost estimates requested by client.
• Change Orders – cost and/or scope modifications.
• RFI Letters (Requests for Information) – inquiries for clarification.
• Submittals – submission for approval of materials, equipment, and shop drawings.
• Warranty Letters – provide warranty documentation to the client.
• Other Miscellaneous Documents – handle additional project-related correspondence and records as needed.
• Maintain document control systems and track project information to ensure records remain current, accurate, and accessible.
• Collaborate with project managers, business development teams, field personnel, and internal stakeholders to support workflows and project coordination.
• Assist with scheduling meetings, monitoring workflow, and completing required documentation and project checklists.
• Maintain electronic filing systems and support document management platforms (e.g., Procore, SharePoint, or similar systems).
• Support company events, special projects, and other administrative initiatives as needed.
• Provide general office and administrative support in a fast-paced, multi-tasking environment.
• Demonstrate strong attention to detail, organization, communication skills, and sound judgment in daily responsibilities.
• Perform additional duties as assigned in support of departmental and organizational objectives.

Office Management Duties

• Oversee day-to-day office operations, ensuring the workplace runs efficiently, professionally, and in alignment with company policies and standard.
• Coordinate, guide, and provide direction to administrative and support staff, including assigning tasks, balancing workloads, and supporting training and onboarding of new team members.
• Establish, document, and maintain office procedures, workflows, and best practices to improve consistency and efficiency.
• Serve as the primary point of contact for office-related matters, including vendors, service providers, building management, and internal staff inquiries.
• Manage office budgets…