PROCESS ADMINISTRATOR

Role Overview

The Process Administrator in Orlando will report to the Supervisor of Administration and will provide administrative support to the Orlando Corporate office while leading the end-to-end NDA lifecycle. Core responsibilities require in-person handling of all front desk responsibilities, as well as manage the NDA workflow- intake, review, editing, routing/approvals, signatures and execution, repository management in Cobblestone. Primary responsibilities include office operations and administrative support- managing supplies and inventory, overseeing shipping, mail and phone coverage, processing business card orders, providing executive support when needed.   Support and completing ad hoc projects. The right candidate will need to possess the ability to multi-task and hit time-sensitive deadlines. The Process Administrator will interact with all levels of staff and various customers and partners.

What You'll Be Doing

Administrative & Office Operations

·       Provide administrative support to corporate headquarters, which includes but not limited to, front desk responsibilities, assisting executives with calendaring, travel and expense filing (Orlando)

·       Monitor and order supplies; maintain organized shelves and inventory; restock the break room; schedule space/ equipment repairs as needed

·       Prepare and process approved business card requests, place orders, and provide order summaries to Communications

·       Oversee the shipping intake form and process; create shipping labels; maintain shipment tracking logs

·       Receive, scan and forward mail to recipients; provide phone coverage

·       Support client and investor visit coordination and facility requests as needed

·       Oversee office technology; ensure TVs and conference rooms are meeting-ready; alert IT when issues arise

·       Provide support to other departments on special/ad hoc assignments (e.g., mass mailing, HR support, sample product arrangement and restocking)

NDA & Document Management

·       Serve as the primary NDA contact, working cross-functionally with Legal, Procurement, and Executive stakeholders

·       Receive and log NDA requests, initiate workflow per SOP and manage current NDA templates/forms to ensure version control

·       Apply approved templates/clauses; prepare amendments or redlines under Legal guidance

·       Oversee each NDA’s progress through review, approval, signature, with proactive follow-ups and timely escalations to prevent delays

·       Prepare documents for e-signature, verify signatories, ensure complete execution

·       File executed NDAs in the central repository using standardized naming and required metadata (counterparty, term, owner, effective/expiry dates)

·       Maintain NDA and other records entries in Cobblestone, continuously deepen platform expertise and share best practices with team

·       Produce quarterly reports (volume, cycle time, expirations/renewals) for Legal and Controller

·       Drive continuous improvement of intake procedures for accuracy, efficiency, and risk mitigation

·       Partner with Procurement to ensure complete and accurate NDA details for recordkeeping

·       Oversee purchase-order tax-exempt forms- track, create, route for signatures, record and update in Smartsheet with corresponding POs

Basic Qualifications (Required)

·       High school diploma

·       3 years of professional administrative support experience

·       Hands-on experience coordinating contract workflows and maintaining accurate records

·       Excellent verbal and written communication skills

·       Strong organization and time-management; able to prioritize and meet deadlines

·       Excellent customer service and interpersonal skills

·       Team player with initiative; a self-starter who anticipates needs

·       Excels in a high-tech environment with the ability to adapt to new technology quickly

·       Proven discretion handling confidential information

·       Thrives in a fast-paced, time-sensitive setting

·       Adaptable and flexible; able to shift focus as priorities change

Nice to Haves

·       (Associate’s degree or higher preferred)

·       Experience with contract/records systems (e.g., SharePoint, Smartsheet) and e-signature tools

Up to date with video-conferencing tools and Microsoft 365 (Word, Excel, PowerPoint, Outlook, Teams)