Receptionist / Office Administrative Support

Receptionist / Office Administrative Support (Full Time)

Industry: Construction

Compensation: $18-20/hr plus benefits (see below for details about benefits offered)

Location: Tallahassee, FL (in-office only)

Summary of Qualifications:

• 2+ years of professional receptionist, administrative, or office support experience
• Proficient with Microsoft Office (Outlook, Word, Excel, and Teams).
• Availability to work Monday - Friday 8:00am - 5:00pm, plus occasional compensated overtime
• Ability to pass background check including criminal and motor vehicle background screening
• Ability to pass a drug test

Full Job Description

About us: Allstate began in January of 1986 as a small general contractor with just four employees, $8,000 borrowed capital, and a vision. From day one, we have worked very hard to achieve client satisfaction. Today we are a $50 million+ firm with over 80 employees, offices in Tallahassee, Jacksonville, Ocala, Lynn Haven, and Tampa, Florida, as well as Perry, Georgia. We have grown by delivering on our promises to clients and employees alike. We are looking for a Receptionist / Office Administrative Support person who is positive team player with a willingness to assist wherever needed.

About the position: We are hiring a Receptionist / Office Administrative Support person for our Tallahassee office to handle general receptionist and office tasks. We are seeking a friendly and welcoming individual who will serve as the initial point of contact, both in person and over the phone, ensuring that every Allstate customer enjoys a positive and accommodating experience. This position is responsible for creating a professional first impression, ensuring efficient front office operations, and assisting with daily administrative functions that contribute to the smooth operation of the firm. We are dedicated to finding someone who fits the culture of our team-- please consider applying if you are someone who:

• Sees the value in providing quality administrative support for a busy office
• Takes initiative and doesn't just wait for direction when they see an issue
• Understands how to prioritize time-sensitive tasks
• Is eager to "raise their hand" by sharing ideas, seeking help, or offering support to others
• Can be flexible and pivot to a new task as needs change
• Is looking for more than just a "job" and wants a stable, long-term career with a company they can grow alongside
• Comfortable interacting with executives, clients, subcontractors, and vendors

If this sounds like you, please read on!

Essential Duties and Responsibilities

Reception & Customer Service

• Answer and route incoming telephone calls in a courteous and professional manner
• Greet clients, subcontractors, vendors, and visitors upon arrival
• Maintain a welcoming, organized, and professional reception area
• Accurately take and promptly relay telephone messages to the appropriate employee
• Provide information and direct visitors to the correct staff or meeting location
• Accept deliveries, packages, and courier shipments

Accounts Payable Support

• Distribute checks to subcontractors and vendors upon pickup
• Verify identification and obtain signatures when required for released checks
• Notify Accounting when scheduled check pickups arrive
• Maintain professionalism and confidentiality during all vendor interactions

Administrative Support

• Provide administrative assistance to all company departments as needed
• Prepare, scan, copy, print, and organize documents
• Maintain electronic and paper filing systems
• Assist with data entry and record maintenance
• Prepare outgoing mail and distribute incoming mail
• Coordinate overnight shipments & courier services, ensuring they go out as required
• Order and maintain office supplies and break room inventory
• Assist with meeting setup, including room preparation and refreshments as needed
• Assist with company correspondence, letters, forms, and reports
• Perform document assembly, binding, and copying for proposals, presentations, and project manuals
• Assist with special projects as assigned

Office Operations

• Maintain a clean, organized, and professional front office environment
• Monitor office equipment and coordinate service calls when necessary
• Maintain reception, conference rooms, and common areas presentable throughout the day
• Provide assistance as needed in organizing office events, employee meetings, and company functions
• Support onboarding activities for new employees, including preparation of workspaces and materials
• Assist in maintaining company contact lists and directories

Requirements

The ideal candidate is someone who has:

• High school diploma or equivalent required
• Minimum of 2 years of receptionist, administrative, or office support experience
• Experience in construction, architecture, engineering, or related fields is preferred but not required
• Proficiency with Microsoft Office (Outlook, Word, Excel, and Teams)
• Excellent verbal and written communication skills
• Strong organizational skills with exceptional attention to detail
• Ability to multitask and prioritize work in a fast-paced environment
• Professional appearance and positive attitude
• Excellent customer service and interpersonal skills
• Ability to maintain confidentiality and exercise sound judgment
• Dependable, punctual, and able to work independently while supporting a team
• Experience in weighing packages, creating shipping labels, and scheduling USPS, FedEx, or UPS pickups
• Can pass a required drug test
• Ability to pass background check including criminal and motor vehicle background screening
• Is able to work during the core hours of 8:00am - 5:00pm at our Tallahassee office
• Ability to sit, stand, and walk throughout the workday
• Ability to lift and carry office supplies and packages up to 25 pounds

Benefits

We ask a lot, but offer a lot in return. We are pleased to offer the following:

• Compensation of $18-20/hr dependent upon your experience level, plus occasional overtime pay
• Competitive leave policy including paid holidays
• Health insurance through Capital Health Plan (83% of individual plan cost paid by employer)
• Disability insurance
• Retirement benefits through a 401k
• Option to purchase supplemental coverage through Aflac
• A tight team environment where you get to know your colleagues (i.e. you're more than just a number to us!)
• A workplace culture that supports collaboration, teamwork, and professional growth

If you think you'd be a good fit, we've love for you to apply! Please provide thoughtful answers to the application questions, and be on the lookout for emails from us (including checking your spam and promotions folders regularly).

We're an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.