Administrative Specialist III

The Crom Corporation • West Palm Beach, FL

1d • Onsite

About The Position

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.

Requirements

• HS Diploma.
• 8 years of administrative experience.
• Technically competent and proficient in Microsoft Word, Excel, and Outlook.
• Strong written and oral communication skills.
• Strong customer service and interpersonal skills.
• Ability to effectively prioritize and execute tasks.
• Analytical skillset (critical thinking, proficient data and information analysis, observant and attentive to detail).
• Pass a drug-screening test before employment and maintain a drug-free status for the entirety of employment.

Nice To Haves

• Receptionist and/or customer service experience preferred.
• Notary preferred.

Responsibilities

• 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, Preliminary and Budgetary Letters, Work Orders, Change Orders, RFI Letters (Requests for Information), Submittals, Warranty Letters, and Other Miscellaneous Documents.
• 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.
• Oversee day-to-day office operations, ensuring the workplace runs efficiently, professionally, and in alignment with company policies and standards.
• 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 and expenditures for supplies, equipment, and services, tracking costs and identifying opportunities for savings.
• Coordinate the procurement, maintenance, and inventory of office supplies, equipment, and furnishings.
• Support company culture by helping to plan and coordinate meetings, events, and employee engagement activities.
• Ensure office compliance with applicable safety, health, and administrative policies, and help maintain a clean, organized, and welcoming work environment.
• Identify operational issues, recommend solutions, and escalate matters to leadership as appropriate.
• Liaison with cleaning company and maintenance companies for any repairs or maintenance needed.
• Prepare and maintain warehouse inventory documents.
• Maintain office supplies.
• Assist Bidding with signing and preparing bid packages to be hand-delivered out of the regional office.
• Assist Training with proctoring of field advancement exams.
• Assist with coordinating meetings and events for the region.
• Oversee the overall administrative operation of the regional office, serving as the on-site lead for office and facility coordination.

Benefits

• Opportunities for additional training and advancement will be provided.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED