Front Office Administrator

Company Overview: At Motor Services Hugo Stamp (MSHS) and Pacific Power Group, our mission is to sustain the momentum and energy that drives the world forward. Within the marine engine and backup power generation sectors, we offer comprehensive maintenance, repair, and overhaul services. Our highly skilled team comprises field service technicians, engineers, and workshop professionals who are in constant demand to ensure operational stability across vital industries such as military and defense, first responders, and global supply chain providers-covering everything from raw materials to consumer goods and food products. Join us now and become part of a team dedicated to making a meaningful impact on the world.

Job Summary: The Front Office Administrator is responsible for overseeing the daily operations of the office, including managing the front desk, to ensure a productive, organized, and welcoming environment. This role combines administrative support with office management duties, such as coordinating logistics, managing office resources, and ensuring the workplace remains efficient, safe, and well-maintained.

Other Job Details:

• Wage Range: $29.00 - $31.00 per hour
• Work Location: MSHS, 3005 SW 3rd Ave, Fort Lauderdale, FL
• Work Schedule: Monday - Friday, 8:00 - 5:00 PM

Benefits include: Medical, Dental, Vision, 15 days PTO, 10 Paid Holidays, Life Insurance, AD&D, Short/Long Term Disability, 401K with Company Match, Pet insurance, Optional Supplemental Insurances, Legal Assistance for Identity Theft, Health Advocate, Tuition Assistance, Maternity and Paternity Leave, Adoption Aid.

Key Responsibilities

Reception and Visitor Experience:

• Welcome and greet visitors with warmth and professionalism, setting the tone for an exceptional experience.
• Answer, screen, and direct phone calls efficiently, providing accurate information and assistance.
• Maintain a clean, organized, and welcoming reception area.

Office Administration:

• Oversee day-to-day office activities, including scheduling, filing, and maintaining office organization.
• Serve as the primary point of contact for internal and external inquiries.
• Manage correspondence, including phone calls, emails, and mail distribution.
• Oversee mail and delivery processes, ensuring timely distribution.

Facilities and Vendor Management:

• Maintain a well-stocked, organized, and safe office space.
• Manage vendor relationships, including office supplies and services, and negotiate contracts as needed.
• Coordinate facility maintenance and repair requests.

Administrative and Team Support:

• Coordinate and schedule meetings, appointments, travel arrangements, and accommodations for team members.
• Support the team with administrative tasks such as preparing reports, drafting correspondence, and organizing files.
• Assist with special projects, research, and administrative tasks as assigned.

Financial Management:

• Monitor and control office budgets for supplies and utilities.
• Process invoices and expenses related to office management.
• Assist with budget planning and tracking as needed

Employee Support and Engagement: A

• Assist with planning and organizing company events, meetings, and team-building activities.
• Coordinate schedules and logistics for conferences and appointments.

Performance Monitoring and Improvement:

• Monitor and report on office productivity, recommending improvements to enhance efficiency.
• Track deadlines and deliverables for office-related projects.

Skills, Experience and Qualifications:

• High school diploma required; additional certification in Office Management or related fields is a plus.
• 3+ years of office management or administrative experience, preferably in a mid- to large-sized company.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and office management software.
• Exceptional organizational and multitasking skills.
• Strong verbal and written communication abilities with a customer-focused mindset.
• Professional demeanor with the ability to maintain composure in a fast-paced environment.
• Resourceful, proactive, and solution-oriented when handling challenges.

Work Environment:

This role operates in a professional office setting and requires frequent interaction with colleagues, clients, and visitors. The position routinely uses standard office equipment, including but not limited to computers, phones, photocopiers, filing cabinets, printers, and scanners. The work environment is generally quiet to moderate in noise level, typical of an office atmosphere.

Physical Demands:

While performing the duties of this job, the employee is regularly required to:

• Communicate effectively, including speaking and listening clearly.
• Frequently stand, walk, and sit for extended periods.
• Use hands to finger, handle, or feel objects, tools, or controls.
• Reach with hands and arms, including occasional lifting of office supplies or equipment up to 20 pounds.
• Perform tasks that require close visual acuity, such as reading documents, using a computer, or reviewing data.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

All offers of employment are contingent upon the successful completion of a background check and drug screening.

Motor Services Hugo Stamp (MSHS) and Pacific Power Group (PPG) shall abide by the requirements of 40 CFR 60-1.4(a), 60-300.5(a) and 60-741.5(a).

MSHS and PPG will not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, or national origin. Pacific Power Group will take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their race, color, religion, sex, sexual orientation, gender identity, or national origin.

MSHS and PPG will not discriminate against any employee or applicant for employment because they are a disabled veteran, recently separated veteran, active duty wartime or campaign badge veteran, or Armed Forces service medal veteran (hereinafter collectively referred to as "protected veteran(s)") in regard to any position for which the employee or applicant for employment is qualified.

MSHS and PPG will not discriminate against any employee or applicant for employment because of physical or mental disability in regard to any position for which the employee or applicant for employment is qualified.

"EEO/AA Employer/Vet/Disabled"