Search Jobs

Executive Office Administrator

Orlando, FL 32839 | Direct Hire

Post Date: 08/16/18 Job ID: 15048 Industry: Administrative
Office Manager
  • Full responsibility to manage the day to day office operations for the Orlando Business Unit
  • The total staff count on most days will be approximately 100 with 1/3 being corporate finance and accounting and 2/3 being construction operations - large national meetings could increase the number to 150 to 175 per day - this is a professional office in downtown Orlando, not a jobsite!
  • Daily management and oversight of the Office Coordinator /Receptionist
  • Solicit pricing, review scope, make recommendations to Business Unit Leadership Team for local services such as - coffee/beverage, copiers/printers, plants/maintenance, hotels, caterers, couriers, car/transportation services - manage these accounts once set up 
  • Develop and maintain a positive relationship with the on site Property Management Team - request repairs or attention to issues as needed
  • Provide Executive Assistance to Business Unit Leadership Team - attend meetings as needed/requested
  • Prepare executive level, secure reports/spreadsheets as requested by BULT 
  • Assist with marketing, branding, public relations and community initiatives (this is not a Business Development or Marketing role) - be the face of the Orlando Office
Local Orlando Recruiting Coordinator (RC) / New Hire Tasks
  • Coordinate with and support the Regional Recruiting Manager (who is not in the Orlando office) 
  • Manage our web based system including resume entries
  • Coordinating interviews - schedule & coordinate with candidate & interview team
  • RC contacts candidate after Recruiter confirms with BUL/Hiring Managers that we want to proceed with interview. RC coordinates dates/times that work for candidate and cross references with availability of interview group
  • Hiring Manager will give RC list of interviewers, RC reaches out to them about their availability
  • RC sends confirmation email to candidate, gives them date/time, arrival instructions, who to ask for when they arrive, dress code, etc.
  • RC schedules the discussion and sends out calendar invite. 
  • Create prospects and enter candidate data throughout process 
  • Prepare and distribute Welcome Letter to new hires
  • Request cell phone setup for new hires
  • Arrange SWAG bag for new hires
  • Order business cards for new hires
  • Arrange keys & access cards for new hires
Event Coordination
  • Setting up, managing and facilitating multiple annual open house events - catering, entertainment, photographer, ancillary items
  • Establishing relationships with and setting up agreements at local hotels and understand their meeting space and F&B capabilities
  • Generating a list of local restaurants with private dining areas - understand the different menus and be able to guide visitors as needed
  • Responsibility for setting up offsite quarterly meeting venues - meeting space, A/V,  logistics, F&B, parking, assist with marketing
  • Facilitating corporate meeting setup - Current Best Practices, Management Committee visits, multiple national meetings
Training Coordinator
  • Present Learning & Development (L&D) session during On Boarding program
  • Coordinate L&D classes for the calendar year
  • Career development process coordinator - coordinate, help facilitate and track annual career development discussions
  • Career development training item follow up - follow up with staff and develop training for needs that are identified during career discussions
  • Performance review process coordinator - coordinate, help facilitate and track annual performance reviews
  • Performance review training item follow up - follow up with staff and supervisors to develop training for needs that are identified during performance reviews
  • Facilitation of crucial conversations
  • Survey of training requests
  • Facilitate annual Employee Satisfaction Surveys - announce and promote
  • Maintaining the Learning Center on Toolbox

Not ready to apply?

Send an email reminder to:

Share This Job:

Related Jobs: