Administrative Assistant

Prime Controls•Orlando, FL

About The Position

Prime Controls, L.P. is a family-owned systems integration and I&C construction firm established in 2004. The company provides industrial automation and control solutions nationwide, with its headquarters in Dallas, Texas, and offices throughout the United States. It has more than 1,000 employees and emphasizes professional service and employee well-being. The Administrative Assistant performs a diverse range of clerical and technical tasks and provides administrative support. Duties include maintaining the office, coordinating supplies and filing systems, processing mail and correspondence, supporting communications with customers and vendors, managing employee equipment and badges, assisting with technology issues, arranging travel, and preparing expense reports. The role also supports project tracking, onboarding, submittals, service and labor reports, safety improvement programs, onsite accounts, and warehouse materials. The work environment and physical requirements vary by position. Roles at Prime Controls may involve moderate noise and occasional outdoor weather exposure; depending on the role, work at heights or around airborne particles and electrical components may occur. Physical activities may include standing, walking, sitting, climbing, balancing, stooping, kneeling, crouching, crawling, and using hands, arms, and voice communication. Some roles may require lifting or moving up to 50 pounds. Reasonable accommodations may be made for individuals with disabilities.

Requirements

Three years of experience in office administration or a similar role.
Excellent organizational and time-management skills.
Strong communication and interpersonal abilities.
Proficiency in Microsoft Office Suite, especially Outlook and Excel.
Ability to manage multiple tasks and projects simultaneously.
Detail-oriented, with a problem-solving attitude.

Responsibilities

Maintain office appearance and coordinate office-supply maintenance.
Organize and maintain filing systems and service logs.
Prepare and distribute incoming and outgoing mail, including shipping and receiving packages.
Process letters, forms, reports, and other correspondence.
Help keep customers and vendors informed about changes and status updates.
Issue and manage returns of equipment for new hires and terminated employees, including access cards, cell phones, and laptops.
Assist with tracking and calibration of tools, including PIC’s keys and gas monitors.
Manage onsite badging issues and coordinate guest badges.
Support IT in resolving technology-related issues.
Arrange travel, including hotel bookings and flight reservations.
Assist with preparing and submitting expense reports.
Update project trackers and schedules.
Print and bind files as needed.
Assist with preparing submittals and onboarding new employees.
Create service reports in Excel and run labor reports from hh2.
Assist with creating and tracking Safety Improvement Plan Programs (SIPP's).
Set up accounts needed for onsite work, such as VEO and Procore.
Organize the warehouse and track materials received.