Project Management Advisors, Inc. (PMA) is looking for an experienced and enthusiastic Office Administrator to support our team of professionals in Orlando across a range of project related and corporate services activities. This multi-tasking position will be providing administrative office support, support related to new project pursuits, and assistance with corporate finance, HR, and marketing activities.

This position will play an integral role in the client service and organizational strength of our company. Qualified candidates will have impeccable verbal and written communication skills, a strong ability to multi-task, and a friendly demeanor.

Experience and Education

• Bachelor’s degree preferred
• 4 years minimum of previous work experience, preferably in office support for professional services (preferably in Architecture, Engineering, Construction, Real Estate Investment, or Development firms)
• Strong organizational and technical skills with proficiency in all Microsoft Office Suite applications; with emphasis on Word, Excel, PowerPoint, and Project is a plus
• Excellent communication skills, oral and written, with emphasis on writing and proofreading
• Attentive listener who follows directions accurately and is detail-oriented
• Effective problem solver who displays good judgment and is flexible and reliable
• Proficient and accurate typing skills
• Experience working in a CRM system, Deltek is a plus

Skills and Qualifications

• Project / Office Coordination
• Coordinate & consolidate staffing projections from project teams for monthly staffing meetings
• Coordinate company meetings and social events yearly gatherings – summer outing, holiday dinner, any client special events
• Coordinate and produce monthly staff meeting materials
• Ability to manage time effectively and multi-task under tight deadlines
• Self-starter capable of initiating routine tasks without prompting
• Responsible for maintaining stock of office supplies, snacks
• Responsible for ordering lunches for the office
• Collect, organize, and distribute quarterly Project Sheet Updates
• Assist with special projects as needed

Marketing

• Maintain and update general Outlook contacts for Chicago
• Add new contacts to marketing contacts database; distribute v-cards as needed
• Assist with production and assembly of collateral materials
• Coordinate overnight shipping and messenger deliveries
• Inventory on-hand collateral supplies; reorder as needed
• Assist with special events, including room/F&B set-up, distribution of materials, clean-up
• Assist with annual holiday mailing program, including database updates, gift tracking, special handling as needed
• Track and register employees for local industry events

Finance

• Coordinate with office staff and Corporate Finance on the setup of new projects in Deltek and DropBox
• Responsible for the oversight of employee time sheets
• Responsible for the preparation/review/approval of employee expense reports and A/P invoices
• Assist staff in preparing expense reports
• Coordinate & consolidate revenue projections for quarterly business meeting distribution

HR

• Assist with on-boarding employees at office location
• Scheduling candidate interviews
• Ability to navigate employees to appropriate HR Employee Self Service Systems
• Distribute quarterly PTO reports to appropriate employees
• Manage employee exit process