Office Administrator
2 days ago
Tampa
Job Description Job Title: Office Administrator Location: Oldsmar, FL Reports To: CEO/Owner/Director of Ops, CXR Solutions Coordinates with: Operations Manager and Department Directors Position Overview The Office Administrator will serve as the central administrative hub for CXR Solutions, ensuring all permitting, documentation, financial reconciliation, and administrative systems remain organized, compliant, and up to date. This role is responsible for facilitating all permitting activity across multiple municipalities, onboarding and ensuring compliance for our subcontractors, and maintaining accurate records for all active projects. The Office & Permit Administrator will be the primary point of contact with municipal permitting systems, subcontractors, and will ensure all projects maintain continuous compliance with local regulatory requirements. In addition, this role will provide bookkeeping support, internal financial reconciliation, and administrative assistance to the Operations Manager, helping maintain efficient office operations and project coordination across all divisions. Key Responsibilities 1. Permitting and Regulatory Compliance • Manage all permitting processes for projects across all municipalities where CXR Solutions operates., • Prepare, submit, track, and maintain all permit applications, documentation, and compliance records required for project approvals., • Serve as the primary point of contact with municipal permitting offices and online permitting systems., • Monitor permit statuses and proactively follow up with municipalities to prevent project delays., • Maintain an organized database of all permits, approvals, inspections, and related documentation., • Ensure all projects remain in continuous compliance with municipal, county, and state regulatory requirements., • Coordinate required inspections and ensure all required documentation is submitted in a timely manner. 2. Subcontractor Management • Onboard new subcontractors ensuring all documentation is acquired, • Coordinate with division leads to identify opportunities for new subcontractors, • Process invoices from subcontractors, ensuring accurate job costing records 3. Administrative Operations Support • Provide administrative support to the Operations Manager to ensure smooth internal operations., • Assist with job scheduling coordination when additional administrative support is required., • Maintain organized project files and internal documentation for all active jobs., • Assist with internal reporting and documentation management across business units., • Support internal systems that ensure projects move efficiently from planning through completion. 4. Bookkeeping and Financial Reconciliation • Manage in-house bookkeeping activities for the company., • Perform weekly, monthly, and quarterly financial reconciliations., • Maintain accurate records of company expenses, invoices, and financial transactions., • Assist leadership with financial reporting and internal documentation., • Ensure financial records remain organized and accessible for leadership and accounting review., • Coordinate with external accountants or tax professionals as needed. 5. Administrative Support for Poseidon25 Developments • Provide hybrid administrative and operational support for Poseidon25 Developments., • Assist with permitting coordination for development projects., • Maintain organized project documentation and development records., • Support bookkeeping and financial tracking related to development activities., • Assist leadership with administrative coordination related to development projects. 6. Documentation and Process Management • Develop and maintain organized internal documentation systems., • Ensure all project files, permits, contracts, and compliance documentation are properly stored and accessible., • Assist leadership in improving internal documentation processes and administrative systems., • Identify opportunities to improve administrative efficiency and operational workflows. Qualifications • Strong organizational and administrative skills with exceptional attention to detail., • Experience working with municipal permitting systems or regulatory documentation (construction, development, or contracting preferred)., • Basic bookkeeping and financial reconciliation experience - QBO preferred., • Ability to manage multiple projects, deadlines, and administrative tasks simultaneously., • Strong written and verbal communication skills., • Ability to proactively follow up with municipalities, inspectors, and internal team members., • Strong problem-solving skills and ability to work independently., • Ability to maintain organized systems and documentation across multiple projects., • Comfort working in a fast-paced environment with evolving priorities. Additional Requirements • Must have reliable transportation, cell phone, Laptop provided, • This is a hybrid position. Monday - Thursday in office located in Oldsmar, FL, Friday work from home Pay Structure Base: • $40,000-50,000 per year base full-time pay based on experience Bonus: • Performance-based bonus opportunities Benefits • Paid time off, • Professional development opportunitiesCompany DescriptionCXR Solutions is a full-service contracting company serving the Greater Tampa Bay area with three specialized divisions: Contracting, Plumbing, and Mold Remediation. We partner with homeowners, real estate professionals, and contractors to deliver high-quality construction and repair services with a focus on consistency, integrity, and craftsmanship. Our team is made up of skilled tradespeople, licensed professionals, and project managers who share one mission: to provide reliable solutions that protect property value and bring peace of mind to our clients. From small repairs to full-scale renovations and remediation projects, we pride ourselves on being problem-solvers who get the job done right the first time. At CXR Solutions, we believe in building careers, not just jobs. We provide growth opportunities, professional training, and a collaborative work environment where every team member has a voice. Our culture is rooted in accountability, teamwork, and pride in workmanship—qualities that set us apart in the trades and keep our clients coming back. If you’re looking to join a company where your skills are valued, your work matters, and your career can grow, we’d love to have you on the CXR team.CXR Solutions is a full-service contracting company serving the Greater Tampa Bay area with three specialized divisions: Contracting, Plumbing, and Mold Remediation. We partner with homeowners, real estate professionals, and contractors to deliver high-quality construction and repair services with a focus on consistency, integrity, and craftsmanship.\r\n\r\nOur team is made up of skilled tradespeople, licensed professionals, and project managers who share one mission: to provide reliable solutions that protect property value and bring peace of mind to our clients. From small repairs to full-scale renovations and remediation projects, we pride ourselves on being problem-solvers who get the job done right the first time.\r\n\r\nAt CXR Solutions, we believe in building careers, not just jobs. We provide growth opportunities, professional training, and a collaborative work environment where every team member has a voice. Our culture is rooted in accountability, teamwork, and pride in workmanship—qualities that set us apart in the trades and keep our clients coming back.\r\n\r\nIf you’re looking to join a company where your skills are valued, your work matters, and your career can grow, we’d love to have you on the CXR team.