Oceanside Solutions LLC, a hydrographic surveying and coastal engineering firm located in Satellite Beach, Florida, is seeking an organized, dependable, and professional Administrative Assistant to support our day-to-day office operations.
This is an in-office, hourly administrative support position. The ideal candidate is comfortable working independently, managing multiple routine priorities, communicating professionally with employees and vendors, and maintaining accurate and organized records.
Responsibilities
Duties include, but are not limited to:
- Manage front desk responsibilities, including greeting visitors, answering incoming phone calls, and directing calls using professional phone etiquette.
- Perform data entry and maintain accurate administrative records using Microsoft Word, Excel, Adobe, and other company software.
- Review employee-submitted expense reports for completeness, including verifying that required receipts and supporting documentation have been provided.
- Follow up with employees regarding missing receipts, incomplete expense documentation, or other routine administrative items.
- Assist with preparation of payroll journal information for management review and approval.
- Organize and maintain electronic and physical files in accordance with company filing procedures.
- Monitor office supply inventory and assist with routine office purchasing and organization.
- Help maintain a professional, organized, and tidy office environment.
- Coordinate routine vendor, repair, and office maintenance appointments.
- Research travel arrangements and pricing for company projects, including airfare, lodging, rental vehicles, and other transportation.
- Prepare travel itineraries and supporting documentation for management approval.
- Produce, format, proofread, and edit correspondence, forms, spreadsheets, resumes, project cut sheets, templates, and other business documents for management review.
- Assist with routine administrative components of project qualification and bid packages as requested.
- Perform other general administrative and clerical duties as needed to support office operations.
Qualifications
The ideal candidate will have:
- Previous administrative, office, receptionist, or similar professional experience.
- Strong organizational skills and attention to detail.
- Professional written and verbal communication skills.
- Proficiency with Microsoft Word and Excel.
- Experience working with Adobe PDF documents and general office software.
- The ability to learn new software and company procedures.
- The ability to manage multiple assignments and follow established processes.
- Strong follow-through and the ability to recognize when additional information or management approval is required.
- Discretion when working with confidential employee and company information.
- Reliable attendance and punctuality.
Experience with expense reporting, travel coordination, document formatting, office management, or similar administrative responsibilities is preferred.
Schedule & Compensation
This is an hourly, in-office position averaging 35 hours per week, generally Monday through Friday at approximately seven hours per day.
- Starting rate: $18.00 per hour
- After successful completion of the 90-day probationary period: $20.00 per hour
Benefits
Eligible employees are offered:
- Health, dental, and vision insurance eligibility after 60 days of employment.
- Oceanside Solutions LLC contributes 50% of the employee's applicable insurance premium.
- Five (5) days of paid vacation annually, accrued throughout the year.
- Three (3) paid personal days following successful completion of the 90-day probationary period and a positive performance review.
- Opportunities for future compensation review based upon performance, growth within the position, increased responsibilities, and company needs.
About Oceanside Solutions
Oceanside Solutions LLC is a professional hydrographic surveying firm headquartered in Satellite Beach, Florida. Our team supports marine, coastal, engineering, and surveying projects throughout Florida and beyond.
Pay: $18.00 - $20.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
