Administrative Assistant

Job Description

Job DescriptionA South Florida structural engineering firm is looking for a detail-oriented and proactive Administrative Assistant to support our team. This role is ideal for someone with a strong organizational background who is interested in the possibility of transitioning to a full-time position in the future. The successful candidate will play a key role in ensuring the smooth operation of our office and supporting our engineering team.

Job Summary

In this role, you will provide support to our office employees and Principals, ensuring they have all the information and resources they need to perform their best. Your responsibilities will include answering phone calls, scheduling appointments, planning meetings, and writing correspondence. The ideal candidate is highly organized with excellent written and verbal communication skills and a friendly demeanor.

Key Responsibilities

• Provide administrative support to engineering teams, including scheduling meetings, managing correspondence, and maintaining project files.
• Coordinate and track engineering project documentation, ensuring timely completion and filing of reports, drawings, and permits.
• Assist with preparing client proposals, contracts, and project estimates.
• Manage phone calls and direct inquiries related to engineering projects or client services.
• Prepare and proofread technical documents, project reports, and presentations.
• Maintain office supplies and order materials as needed for office and engineering-related needs.
• Ensure proper filing of confidential project information and client data.
• Support other administrative tasks as needed, such as invoicing, timekeeping, and assisting with project management tools.

Qualifications

• High school diploma/GED required, Associate’s degree or administrative training is preferred
• Previous experience as an Administrative Assistant or in a similar position
• Familiarity with standard office equipment such as printers and fax machines
• Excellent computer skills and knowledge of Microsoft Word, Outlook, and PowerPoint
• Highly organized with excellent time management skills and the ability to prioritize projects
• Experience in the engineering or construction industry is a plus, but not required.
• This position requires availability from 8:00 AM to 4:30 PM, Monday through Friday.

Benefits

• Competitive salary based on experience.
• Health and dental insurance.
• Paid time off (PTO) and holidays.
• Retirement savings plan (401k) with company match. (After one year of employment)
• Career development and opportunities for advancement.
• A collaborative and supportive work environment with a focus on professional growth.
  
  

Please do not call the office regarding this position. All inquiries should be made via email or our application portal.