What are the responsibilities and job description for the Office Administrator position at IES Residential, Inc.?
The Office Administrator at IES Residential Florida Education Center plays a pivotal role in ensuring smooth and efficient operations within the office. This position is integral in supporting the Director and Instructors, managing administrative functions, and representing the Ed Center with professionalism and positivity. The Office Administrator is the face of the center, responsible for maintaining a welcoming environment for students, staff, and visitors.
Key Responsibilities:
Administrative Support:
- Provide comprehensive administrative support to the Director and Instructors, handling a variety of tasks to ensure their smooth operation.
- Maintain an organized and updated office/school schedule, coordinating appointments, meetings, and events.
Financial Management:
- Balance credit card and gift card transactions and prepare related reports.
- Manage utility bills and other accounts payable, ensuring timely and accurate payments.
Event Coordination:
- Oversee all aspects of setup and teardown for training class kickoffs and graduation ceremonies, including:
- Graduation: Organize shirts, plaques, food, dessert, and presentations.
- Kickoff: Handle student enrollment, send welcome letters, coordinate travel arrangements (hotels, flights, LYFTs), assist instructors with course material preparation, print first-day materials (name tents, student info sheets), plan lunch menus, and support marketing and HR presentations.
Onboarding and Documentation:
- Coordinate onboarding processes for new hires with HR.
- Create and distribute inter-divisional allocations (IDAs).
- Manage and file all administrative forms during training weeks, including time cards, student report cards, and instructor evaluation forms.
Student and Staff Management:
- Build and maintain student rosters and retention data, ensuring accuracy and up-to-date information.
- Review and verify hourly employee time cards weekly and submit to the Director for final approval.
Vendor Relations and Office Management:
- Source and maintain relationships with vendors, including cleaners, vending services, and hotels.
- Oversee the maintenance and organization of office and kitchen supplies, ensuring adequate inventory of snacks, drinks, and water.
Event and Lunch Planning:
- Plan and coordinate menus for student, staff, and customer lunches, including setup and cleanup.
Miscellaneous Duties:
- Perform other duties as assigned to support the effective operation of the office and educational environment.
Min
USD $22.00/Hr.
Minimum Education
High School
Minimum Years of Experience
2-4
Specific Qualifications
Qualifications:
Education and Experience:
- High school diploma or equivalent required; Associate’s degree or higher in Business Administration or related field preferred.
- Proven experience as an office administrator, office assistant, or similar role.
Skills:
- Excellent organizational and multitasking abilities.
- Strong communication and interpersonal skills.
- Proficiency in MS Office (Word, Excel, Outlook) and office management software.
- Ability to handle confidential information with discretion.
Attributes:
- Professional demeanor and positive attitude.
- Strong problem-solving skills and attention to detail.
- Ability to work independently and as part of a team.
Physical Requirements:
- Ability to lift up to 25 pounds.
- Ability to sit or stand for extended periods.
License Required
Yes
Job Locations
US-FL-Lakeland
Company Overview
IES is a national provider of industrial products and infrastructure services to a variety of end markets, including electrical, mechanical and communications contracting solutions for the commercial, industrial, residential and renewable energy markets. IES is publicly traded on NASDAQ under the symbol IESC. As of the end of IES’s 2023 fiscal year ending September 30, 2023, IES produced over $2.3 billion in revenue and employed over 8,400 employees at over 129 domestic locations across the United States. IES is an Equal Employment Opportunity Employer: Minorities, Females, Gender Identity, Sexual Orientation, Individuals with Disabilities, Protected Veterans Encouraged to Apply.
From office buildings to wind farms, industrial complexes to housing developments, our employees and design professionals design, build, and maintain the systems that empower lives.
Our commitment to our employees is reflected by our actions:
- Safety is Priority One – and our record shows it
- Competitive Pay
- Company 401K plan with Employer Contribution Match
- Company Paid Time Off
- Company Paid Life Insurance
- Choice of Medical Coverage including Prescription and Short Term Disability Plans
- Choice of Dental and Vision Coverage
- Optional Long-term Disability, Critical Illness, Accident, Legal and Pet Coverage
Auto and Home Insurance Discount Programs
EEO Statement
PLEASE NO AGENCY CALLS.
NOTE TO ALL AGENCIES: Any unsolicited agency resumes or agency represented candidates that are presented to any IES employee without first having a signed contract between that agency and the IES Talent Acquisition organization will become the property of IES and no fees will be paid.
EEO & Affirmative Action
The IES policy on equal employment opportunity prohibits discrimination based on race, color, religion, national origin, sex, age, gender identity, sexual orientation, individuals with disabilities, protected veterans, or any other protected status or characteristic. This policy applies to recruiting, hiring, transfers, promotions, terminations, compensation, benefits, and all other terms and conditions of employment, and also states that retaliation against any employee who files a complaint regarding possible violations of this policy will not be tolerated. IES is also committed to taking affirmative steps to promote the employment of minorities, women, individuals with disabilities, and protected veterans. IES develops affirmative action programs to support its commitment to equal employment opportunity, consistent with company policy and the company’s obligations as a contractor to the United States government.
View Your Equal Employment Opportunity rights under the law. "EEO is the Law" poster | "EEO is the Law" poster supplement
View IES' policy on Pay Transparency Pay Transparency NonDiscrimination Poster
Disability Accommodation
IES is an Equal Opportunity/Affirmative Action Employer. IES provides reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veterans' Readjustment Assistance Act of 1974 and Title I of the Americans with Disabilities Act of 1990. Applicants who need accommodation in the job application process should contact the IES corporate office at (713) 860-1500 or any IES office to request assistance.
Right to Work
English
Spanish
Salary : $22
