Office Support Specialist

Aston Carter•Keystone, FL

4d•$22 - $25•Onsite

About The Position

The Office Support Specialist (Office Operations Administrator) manages day-to-day corporate office operations, project accommodations, and travel logistics. This role oversees a wide range of administrative functions, serves as the primary point of contact for external vendors and service providers, and supports internal teams with documentation, scheduling, and coordination. The position offers the potential to become permanent depending on internal staffing decisions.

Requirements

Strong office administration and administrative support skills.
Exceptional interpersonal skills with the ability to communicate clearly and professionally.
Strong problem-solving skills and the ability to handle issues proactively.
Exceptional organization and time management skills with the ability to prioritize multiple tasks.
Proficiency in Microsoft Office software, including Word, Excel, Outlook, and related tools.
Ability to coordinate and manage travel arrangements, including flights, hotels, housing, and ground transportation.
Attention to detail in managing documents, records, and office supplies.
Preferably 2+ years of office management or similar office administration experience.
Associate degree or equivalent professional experience.

Nice To Haves

Experience in the construction industry is strongly preferred.
Familiarity with purchase order requisitions and basic administrative workflows.
Experience using collaboration tools such as Microsoft Teams for tracking and communication.
Clerical and general office management experience.
Interest in a role with potential to transition from temporary to permanent depending on internal staffing needs.

Responsibilities

Manage and maintain office supplies inventory to ensure the office remains fully stocked and operational.
Schedule and coordinate meetings and appointments for team members, including conference room reservations and related logistics.
Prepare, edit, and format correspondence, reports, and other business documents as required.
Complete special administrative projects as requested by project management team members, including occasional support for the estimating team with submittmits.
Welcome visitors in a professional manner and handle incoming calls, emails, and mail, directing inquiries to the appropriate personnel or providing accurate information as needed.
Coordinate domestic and international travel arrangements, including flights, hotels, housing, and ground transportation.
Book travel requests and maintain accurate records of all project-related travel and housing requests in Microsoft Teams.
Assist with filing and safeguarding both paper and electronic project documentation to ensure proper organization and accessibility.
Support the accounting department by receiving deliveries of materials and assisting with related project needs.
Collaborate with internal workflows such as purchase order requisitions and other administrative processes as needed.
Conduct daily inspections of common areas to ensure office pantries and conference rooms remain organized, clean, and fully stocked.
Order and track cleaning supplies and pantry items to maintain a well-functioning office environment.