Administrator / Receptionist

Company Overview
Southern Equipment Corp. has been a trusted leader in HVAC, Mechanical, and Plumbing contracting since 1952. Renowned for our commitment to excellence and customer satisfaction, we deliver comprehensive solutions backed by a dedicated team and 24/7 Service Department. We pride ourselves on fostering a dynamic work environment that values professionalism, efficiency, and growth.

Job Summary
We are currently seeking a highly organized, process-driven Construction Administrator / Receptionist to join our team at Southern Equipment Corporation. Southern Equipment Corporation is a trusted leader in HVAC and Plumbing services across Florida serving the greater Tampa Bay area for over 70 years.

This role provides preconstruction support, procurement oversight, submittals, project closeout and front-office reception ensuring continuity from estimating through closeout while serving as the first point of contact for the company. This is a heavily detail-oriented position requiring meticulous data entry, strict adherence to client requirements and extensive document management.

Essential Functions

Reception

• Answer incoming calls on the main line and direct callers to the appropriate department
• Maintain phone system and utilize the phone portal
• Approve and schedule conference room reservations
• Assist applicants, and distribute completed applications to HR or the appropriate manager

Estimating Support

• Manage estimate calendar and download plans/specs
• Create estimator folders, print plans, and organize bid documentation
• Distribute all bid documents to vendors, suppliers, and subcontractors
• Compile quotes for Estimators
• Maintain procurement logs

Submittals

• Prepare polished submittal packages
• Manage Dropbox submissions and track approvals
• Compile stamped sets for field staff

Closeouts

• Request IOMs (Installation, Operation, Maintenance manuals), warranties, and as-builts
• Issue final closeout packages to customers

Qualifications

• Minimum 2 years of relevant professional experience providing administrative support preferably in construction, HVAC, mechanical or plumbing industry.
• High School Diploma or equivalent required.
• Demonstrated proficiency with document management platforms (Dropbox, BuildOps, or similar) required.
• Proven ability to manage multiple projects/activities and prioritize tasks in a dynamic, fast-paced environment.
• Superior organization and documentation skills.
• Strong interpersonal skills and ability to work positively with cross-functional teams.
• Ability to interact and communicate effectively and positively both verbally and in writing.
• Must have effective working knowledge of Microsoft Outlook, Word, and Excel.
• Must have the ability to master company-specific software quickly.

Southern Equipment Corporation is an equal opportunity employer committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.

Southern Equipment Corporation is a drug-free workplace.

Benefits:

• 401(k)
• Dental Insurance
• Employee Assistance Program
• Flexible Spending Account (FSA)
• Health Insurance
• Paid Time Off
• Professional Development Assistance
• Retirement Plan
• Vision Insurance

Salary is  commensurate with experience.

Join us to be part of a vibrant team where your administrative talents will make a meaningful impact! We value your dedication to excellence and offer an engaging environment that supports your professional growth.

Work Location: In person