Administrative Assistant

NV5, Inc.; Orlando (FL); On-site; USD 32,000 - 42,000; Full time

Benefits offered by this job

Medical, dental, life insurance

Paid time off (PTO) and 401(k)

Professional development opportunities

Job summary

NV5, Inc. in Orlando, FL is seeking an Administrative Assistant to provide essential office support and coordination. The role requires handling licensing, archiving, typing, invoicing, and data entry into Deltek Vantagepoint while ensuring accurate documentation and timely processes.

You will support billing deadlines, assist with meetings and events, and maintain office organization with a professional, customer-service oriented approach.

Qualifications

• High School Diploma or equivalent is required.
• Associate degree in Business Administration or related field preferred.
• 2-3 years of relevant administrative support experience.
• Experience in a professional office environment preferred.
• Experience in an engineering firm or technical environment is a plus.

Responsibilities

• Perform office tasks for multiple groups including licensing, archiving, typing, and invoicing.
• Enter client and project information into Deltek Vantagepoint.
• Support billing deadlines by organizing information for project managers.
• Coordinate office tasks such as facility maintenance, meetings, and front lobby support.
• Print/scan documents and perform QA/QC of documents.
• Greet clients and manage front reception with a positive attitude.
• Coordinate events and vendor relationships as needed.
• Assist with special projects as required.

Skills

Communication skills

Organization

Customer service

Time management

Education

High School Diploma or equivalent

Associate's degree in Business Administration or related field

Tools

Deltek Vantagepoint

Microsoft Office Suite

Job description

Overview

NV5 (NASDAQ: NVEE) provides engineering and consulting services to public and private sectors, delivering solutions through five business verticals: Construction Quality Assurance, Infrastructure, Utility Services, Program Management, and Environmental. With offices nationwide and abroad, NV5 helps clients plan, design, build, test, certify, and operate projects that improve the communities where we live and work.

As engineers, architects, construction/program managers, environmental professionals and beyond, we play a significant role in shaping our communities through the services we provide. We are looking for passionate, driven individuals to join our team focused onDelivering Solutions and Improving Lives.

Responsibilities

Are you a detail-driven multitasker who thrives in a fast-paced environment? We're looking for an energetic Administrative Professional to join our team and keep things running smoothly. In this role, you'll be the go-to person for organization, coordination, and support - helping our office stay efficient, connected, and ahead of the game. If you enjoy taking initiative, solving problems, and bringing positive energy to the workplace, this opportunity is for you!

NV5 is seeking a full-time Administrative Assistant in our Orlando, FL office.

• Perform administrative tasks for all office groups, including:

  • Keep firm / office licenses and/or certifications up to date (i.e., Business Tax Receipt for City/County)
  • Archiving, binding, cleaning/organizing
  • Typing, proofing, and editing letters and proposals
  • Updating and creating spreadsheets
  • Mailing, copying, faxing, filing, invoicing
  • Ordering and maintaining office supplies
  • Handling petty cash
• Enter client and project-related information, expense reports, and labor adjustments/timesheets into the Deltek Vantagepoint system (Deltek experience is a plus)

• Assist in meeting billing deadlines by:

  • Providing necessary information to project managers
  • Compiling and organizing information to streamline the process

• Coordinate or complete various office tasks, such as:

  • Building and equipment maintenance
  • Running errands
  • Managing conference room schedules
  • Ensuring office organization and cleanliness

• Print and scan small and large documents

• Perform quality assurance/quality control (QA/QC) of documents

• Answer multi-line phones and cover the front lobby, greeting clients and visitors with a positive attitude

• Coordinate office events

• Coordinate with vendors for events, project needs, and office equipment repairs as needed (including but not limited to lunch and learns, client meetings, etc.)

• Assist with special projects as needed

Qualifications

Education and Qualifications:

• High School Diploma or equivalent required.

• Associate's degree in Business Administration or related field preferred.

• 2-3 years of relevant administrative support experience.

• Previous experience in a professional office environment required.

• Experience working in an engineering firm or technical environment is a plus.

Technical Skills:

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

• Ability to quickly learn and utilize additional software programs necessary for task completion.

Communication and Professional Skills:

• Excellent written and verbal communication skills.

• Ability to communicate effectively and positively with coworkers, managers, and clients.

• Must demonstrate a professional and cooperative attitude with a strong customer service orientation.

• Strong planning and organizational abilities with keen attention to detail.
• Ability to work independently, manage time effectively, and prioritize multiple tasks.
• Demonstrated ability to support multiple teams or departments simultaneously.
• Sound judgment, comprehensive decision-making, and effective problem-solving skills.
• Positive, can-do attitude with a willingness to take initiative and adapt to changing priorities.

NV5 offers a competitive compensation and benefits package including medical, dental, life insurance, PTO, 401(k) and professional development/advancement opportunities.

NV5 provides equal employment opportunities (EEO) to all applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. NV5 complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.