Hotwire Communications

  • Office Administrator

    Job Locations US-FL-Naples
    Posted Date 1 month ago(6/13/2018 1:35 PM)
    Job ID
    # of Openings
    Office Services and Facilities Management
  • Who We Are

    Come power the future with us!

    From the beginning, Hotwire Communications has been focused on the future – bringing the power and speed of fiber optics directly to customers. We were among the first companies in the US to offer IPTV Video and the first to offer gigabit speeds in Florida.

    And that leadership continues.

    We are looking for team members who are passionate about technology and what it means for all our lives. We are looking for leaders to drive us into the future and we are looking for individuals who are prepared to do whatever it takes to create a truly exceptional customer experience day in and day out.

    What You Will Be Doing

    The Office administrator is responsible for supporting Senior Leadership, Launch Team, Dispatch Team and the Naples Office.


    Essential Duties/ Responsibilities

    Office Administration

    • Greet and welcome Naples office visitors warmly, respond to their requests and direct them accordingly
    • Answer all incoming calls and appropriately route to team members
    • Act as first point of contact to support and accommodate office employees and guests
    • Schedule conference room meetings and ensure meeting room is clean and neat at all times
    • Stock and maintain break room and restrooms
    • Update employee flyers and announcements in bulletin board
    • Coordinate mail flow in and out of the office, print stamps, and request labels
    • Receive and distribute incoming faxes


    Project Support

    • Assist Senior Staff, Launch team, and Dispatch with projects and administrative requests
      • Shell new accounts, schedule surveys and installations, resolve troubles
      • Assist with Noble when high call volume
      • Upload surveys, invoices and LOA’s to customer accounts
      • Close work orders
      • Assist Marketing team by putting together informational packets, printing, etc.
      • Complete and submit senior staff’s monthly mileage and expense reimbursement forms
      • Maintain record of office supplies and place supply order monthly (end of month)


    PTO Requests

    • Employees submit TO form to their Manager/Supervisor for approval and signature
    • Manager/Supervisor then forwards his/her PTO form to project assistant
    • Project assistant will submit Manager/Supervisor PTO forms to Payroll


    Payroll Submissions

    • Payroll hours are submitted to project assistant every other week
    • Project assistant will send a reminder email the “Thursday of” for everyone to submit their PTO dates and payroll hours
    • Project assistant needs “regular time” hours worked plus PTO dates and hours as applicable
    • Perform all other duties as assigned

    What You Need to Bring

    • High School Diploma. College degree preferred.
    • Must have excellent interpersonal skills, oral/written communications skills and organizational skills
    • Highly skilled with Microsoft Office programs and Outlook
    • Maintains a valid Florida Driver’s License and driving record that meets Hotwire Communications standards. Also maintains current automobile insurance
    • Strong English verbal and written skills
    • Natural team player with unquestioned integrity and business ethics
    • Positive, high-energy operating style and strong work ethic
    • Self-starter who leads by example and personal involvement
    • Personally accountable for delivering results
    • Able to multi-task and work effectively in a dynamic, fast-paced environment

    Physical Demands

    While performing the responsibilities of the job, the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers, to handle or feel. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. Vision abilities required by this job include close vision.

    The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


    Work Environment

    This job operates primarily in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

    While performing the responsibilities of the job, these work environment characteristics are representative of the environment the job holder will encounter. Reasonable accommodations may be made to enable people with disabilities to perform the essential functions of the job.


    Equal Employment Opportunity

    Hotwire Communications is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, gender identity, sexual orientation, or Veteran status.


    Hotwire Communications does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Hotwire Communications and Hotwire Communications will not be obligated to pay a placement fee.


    *Sponsorship is not available for this position


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