Administrative Specialist (Orlando)

Administrative Specialist

North American Crane & Rigging, LLC (NACR) is seeking a motivated and capable full-time, on-site Administrative Specialist for our branch office located in Orlando, Florida. NACR is a fast-growing company with multiple locations and operations running the length of the East Coast, and with plans underway for further expansion. We provide specialized lifting, rigging, and transport services to an array of clients across numerous commercial, industrial, and institutional sectors. Rooted in our dedication to developing and maintaining a top-tier team, NACRs emphasis is on providing turnkey solutions with the utmost commitment to safety, quality, and the creation of value for our clients.

The Administrative Specialist is an important member of our regional team who will work closely with the Dispatcher, F&A Director, and others to ensure efficient back office operations in our Southeast Region. In addition to providing general office support, the Administrative Specialist will also organize, coordinate, and / or execute special projects on an as needed basis.

Responsibilities :

Prepare and maintain weekly spreadsheets including all verification procedures for a variety of payables, collections, and insurance functions.

Maintain well-organized filing systems that permit easy reference and rapid retrieval of information.

Collect, assemble, and review internally and externally sourced document packages to enable corporate processes to proceed in a timely and accurate manner.

Create and update purchase orders with accurate cost codes and detail information.

Draft reports, letters, submittals, and other correspondence directed at internal and external audiences.

Prepare and complete, with support and oversight, legal and regulatory filings, permit applications, audit submissions, weekly / monthly / annual reports, and other compliance and governance requirements.

Assist with the administration of health, safety, and environment (HSE) programs in coordination with the Department of Safety & Training.

Conduct research as directed to identify and evaluate project needs and assemble required materials for follow-up.

Produce recurring, periodic reports in support of various stakeholders.

Create entries in administrative and accounting systems and maintain databases including the update and maintaining of template forms and tracking spreadsheets.

Send, receive, and distribute important communications via email, USPS, contract carriers, and couriers.

Provide support to office operations to include : answering phones, accepting deliveries, bookkeeping support, and greeting and signing-in visitors.

Perform other general office duties as required including backup support to AR, AP, and accounting as directed. Complete special projects as assigned by the Director of Administration.

Experience and Education :

Bachelors degree or equivalent experience.

1-2+ years of progressive experience in a fast-paced office environment.

Experience in construction or equipment rental / sales / service industries is a plus.

Skills and Abilities :

Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, external partners, vendors, and customers.

Thrives on opportunities to learn quickly and be a self-starter.

Proficiency in Windows / Microsoft Office, including Word, Excel, PowerPoint, and Outlook.

Experience with QuickBooks or a similar accounting platform.

Ability to learn new software systems and corporate procedures.

Ability to conduct research and present data in a succinct and well-written manner.

Ability to work independently and in a team environment with professional discretion.

Strong writing, editing, grammatical, and organizational skills.

Excellent time-management and problem-solving skills.

Attention to detail is expected.

Goal-oriented with the ability to prioritize, multi-task, and take initiative to meet deadlines.

Ability to anticipate and adapt to various work styles.

Commitment to a professional, service-oriented approach with great communication skills.

Ability to act with discretion when handling confidential and privileged information.

Compensation :

NACR offers competitive salary and benefits commensurate with qualifications and experience. Individual health insurance premium is paid 100% by the Company (no employee contribution)! As with any fast-growing company, opportunities for advancement will be available.

Job Type : Full time, on-site

Direct Reports : None

Reports to : Office Manager; Director of Administration and Finance