Administrative Coordinator I- II

Administrative Coordinator I- IIOur dynamic work environment provides the optimal setting to take your administrative career to the next level. From our supportive culture, diverse workforce, and competitive compensation to our flexible work schedules and fun social events, it is everything you will need for an exciting, challenging, and rewarding career.We currently have an exceptional opportunity for a self-motivated Administrative Coordinator I- II to join our office in Tampa, FL. The ideal candidate will be able to maintain confidentiality both internally and externally.

The candidate will possess strong organizational and communication skills.Job ResponsibilitiesAs an Administrative Coordinator I- II, you will have a full range of administrative responsibilities for projects assigned including adherence to administrative standards and processes. You will establish and maintain excellent working relationships and respond to requests in a timely manner while utilizing the resources and best practices of our administrative division.Answer and transfer incoming telephone calls, answer questions, and record accurate messagesCoordinate/maintain appointment calendars and external and internal meetings, travel arrangementsPerform data entryMaintain files in accordance with company filing proceduresPrepare reports for management as directedAct as backup for other adminsSchedule conference rooms, meetings, order mealsTake and distribute minutes of meetingsEnter client proposals in Salesforce databasePrepare transmittals and drawings for delivery via messenger, FedEx/USPSSubmit client and vendor invoices to accounts payable (non-project related)Assist PM with vendor / client certification during proposal processMaintain project design documents and correspondenceProject Setup for Newforma, setup Newforma distribution listsInput RFI's and Submittals in tracking database and distribute to internal project teamAssist with formatting and editing project specificationsCompose, draft and/or type correspondence, reports and presentations following prescribed formats or establishing new formats.Follow up with reviewers of RFI's and SubmittalsAttend client meetings and assist with determination of project requirements. Co-chair site meetings and distribute minutes to all.Effectively and accurately communicate relevant project information to the client and project teamKeep the PM and others informed about project status and issues that may impact client relations; Meet weekly with PMs to discuss all (non-financial)Assist with the development and preparation of reports and specifications including basis of design, due diligence, and feasibility studiesReview field inspection reportsLevel II (must be proficient in Level I)Coordinate management meetings, including document preparationAssist in Coordinating and reviewing timecardsAssist in BD activitiesEnsure all company documentation (hardcopy and electronic) is archived and purged according to the company's record retentionAssist with non-project related expense review and approvals.Process bulletins and addendumsReview and approve timecards as a super approverAssist the PM in the drafting and issuance of project proposals, RFP's, tenders, budgets, cash flows and preliminary schedules.Prepare project organization and communication chartsPrepare all required close out documentsAssist the PM with tracking the progress and quality of work being performed by design disciplines/trades before submitting to clientAssist the PM in keeping track of project commitments (drawing submittal dates, meeting minutes, etc.); Prepare and update Project LogbookAssist the PM with maintaining interdisciplinary coordination with other trades/project consultantsBuild relationships with external project teams including clients, architects, contractors, and vendorsJob RequirementsHigh School Diploma or equivalent work experience; Associate/ Bachelor's degree, a plus0-3+ years of experience as an administrative professionalProficient in Microsoft Office Suite including Outlook, Word, PowerPoint, and Adobe Acrobat & Reader; strong proficiency with excel requiredFlexible to work overtime as neededLevel II (must be proficient in Level I)Familiarity with making travel arrangements and expense reports in Concur desirableFamiliarity with Project Management applications such as Newforma and Procore desirableFamiliarity with Salesforce and FinancialForce desirable3 + years of relevant experienceBenefitsAs a member of our highly collaborative team, we provide you with a flexible benefits package that reflects our respect for your workplace contributions, professional goals, and personal priorities.

The personal benefits program includes:Robust, comprehensive medical, dental, vision, life insurance and supplemental benefit plans401(k) plan with a generous employer matching programTraining and professional development coursesProfessional development incentive bonusesDynamic Employee Resource GroupsCompetitive Paid Time Off (PTO) policyTransit/parking employer stipend½ day work from home Fridays all year longAt Syska, we promote an environment that is committed to embedding diversity and equality into the core of our business and culture. We empower our employees so they can take ownership for their work and development and strive to continually improve themselves and our firm. Syska is a place where you can build an exceptional career and have a lasting impact on the world.The salary range listed below is for this particular job posting.

Actual pay range for candidates will be commensurate with candidate's experience, skillsets and competencies and may differ based on the cost of labor in their particular location.Syska wide Pay Range$39,565 - $70,000 USD