Office Administrator at Allied Power Group

Advanced Turbine Support, an APG Company, is seeking an Office Administrator in Gainesville, FL. The Office Administrator provides day-to-day administrative and operational support to ensure smooth and efficient running of the office. This role serves as the central contact for employees, vendors, and leadership.

Job Functions: (Including but not limited to):

Accounting Support

• Maintain and reconcile financial records including daily administrative entries, general ledger postings and adjustments.
• Record payments, deposits, and vendor invoices in the accounting or ERP system with accuracy.
• Prepare and review employee expense reports and ensure proper coding and approval in accordance with company policy.
• Maintain organized files for accounting, payroll, and compliance records.
• Assist with preparing materials for audits or internal financial reviews.
• Maintains accurate and project-related records, including tracking hours for part-time retainer-based employees.

Administrative & Office Support

• Assisting with travel coordination; shipping of equipment, or site related logistics for field employees.
• Prepare and maintain administrative reports, forms and correspondence.
• Serve as the first point of contact for internal and external inquiries; direct calls, and emails to the appropriate departments.
• Support basic HR functions, including pre-employment coordination, new hire paperwork, I-9 verification.
• Plan and coordinate project teambuilding events, special events, town halls, etc. Provide support to leadership and other departments as needed.

*This job description is a summary of the primary job scope and should not be assumed as an all-inclusive description*

WORK QUALIFICATIONS:

Required:

• Minimum of 3 years of office or administrative experience.
• Working knowledge of Microsoft Office Suite; Excel, Word, Outlook.
• Strong organizational and multitasking skills with attention to details.
• Strong communication and interpersonal skills.
• Ability to handle confidential information with discretion.

Preferred:

• Prior technical, industrial, or field-service industry experience.
• Experience working with ERP systems

EDUCATIONAL REQUIRMENTS:

Required:

• High School Diploma or equivalent

Preferred:

• Associate degree in Business Administration or related field; or an administrative certification

WORK ENVIRONMENT:

Reasonable accommodation may be made to enable qualified individuals with disabilities to perform essential functions.

• Willingness to work a flexible schedule to meet the demands of the role.
• Standard office environment with routine use of office equipment.
• Position requires regular sitting, standing, and walking.
• May occasionally lift or move items up to 25 pounds.

ADA JOB REQUIREMENTS:

Reasonable accommodations will be made to ensure that the essential functions of the job can be performed and not hinder the employee's performance due to physical, mental, or emotional disability.

EQUAL EMPLOYMENT OPPORTUNITY:

Allied Power Group is an equal opportunity workplace. All employment decisions are made without regard to sex, race, color, religion, national origin, citizenship, age, disability, marital or veteran status, sexual orientation, gender identity or expression, or any other legally protected categories. This includes providing reasonable accommodation if requested for disabilities or religious beliefs and practices.