Administrative Assistant

NOVA Engineering and Environmental, LLC; Tampa (FL); On-site; USD 50,000 - 65,000; Full time

Job summary

NOVA Engineering and Environmental, LLC seeks an Administrative Assistant to provide essential support for engineering and construction projects in Tampa, Florida. The role involves setting up accounting systems, maintaining client records, and ensuring project compliance. Candidates should possess strong organizational and communication skills to excel in a fast-paced environment.

Qualifications

• Strong organizational skills required for project management.
• Attention to detail for accurate billing and record maintenance.
• Good communication skills for working with clients and staff.

Responsibilities

• Set up projects in NOVA's accounting systems.
• Assist in managing project records and schedules.
• Verify billing information and prepare invoices.

Skills

Organizational skills

Attention to detail

Communication

Tools

Deltek/Vantage Point

Job description

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NOVA Engineering is hiring an Administrative Assistant in the Tampa, Florida metropolitan statistical area (MSA). Your primary focus will be to assist NOVA ’s professional staff by providing administrative support on Engineering, testing, and construction inspection projects in the Tampa area.

Your responsibilities will include:

• Setting up projects in NOVA’s accounting systems (Deltek/Vantage Point)
• Assist in resulting inspections per municipal specifications and requirements
• Help maintain file on clients including excel charts, filing system, etc.
• Verify billing information and rates are set up per project contract
• Obtain project Certificate of Insurance (COI) requests from Nova’s insurance agent, as needed
• Deliver invoices to client as instructed in contract (email, upload to portal, etc)
• Working with staff to create, edit and final and issue project related proposals and reports.
• Assisting staff to facilitate field work and track samples and equipment.
• Assist management team to develop and track proposal and contract backlog.
• Assisting management and staff in tracking and implementing required safety training and PPE.
• Assist management and staff in maintaining required personnel, project, and client records.
• Preparation and scheduling of packages for shipping
• Other various administrative tasks as needed

NOVA is an Equal Opportunity Employer. All qualified candidates are encouraged to apply. NOVA does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, disability, national origin, ancestry, marital status, veteran status or any other characteristic protected by law.

About Nova

Established in 1996, NOVA was originally founded to provide Environmental Consulting, Geotechnical Engineering, and Construction Materials Testing and Inspection services to the design and construction community, largely in the southeastern United States. Since our founding, NOVA has added additional service lines such as Facilities and Building Envelope, Forensics, Municipal and more. We are dedicated to providing a wide variety of projects and services with an emphasis on collaboration and safety. We offer a stimulating and inspiring work environment where our employees are recognized for their efforts and achievements and are mentored for professional growth.

Currently, NOVA employs 650+ personnel in 18 offices serving clients throughout the southeastern United States and beyond. Our firm has professional and administrative support staff that includes registered professional engineers, registered professional geologists, environmental scientists, registered roof observers, LEED accredited professionals, soil/foundation engineers, laboratory specialists, materials technicians, ICC-certified inspectors, NICET-certified technicians, and AWS-certified welding inspectors. NOVA’s facilities include AASHTO-accredited laboratories in soils, concrete, aggregate and hot-mix asphalt testing/inspection. We also have CCRL-inspected laboratories for concrete sampling, curing, and testing. NOVA will continue to expand its reach and reputation as a leader in the testing, inspection, and consulting fields with a strong legacy of quality and integrity by promoting our best internal resources and recruiting a diverse culture of valued and exceptional talent.

Equal Opportunity Employer

NOVA Engineering is hiring an Administrative Assistant in the Tampa, Florida metropolitan statistical area (MSA). Your primary focus will be to assist NOVA ’s professional staff by providing administrative support on Engineering, testing, and construction inspection projects in the Tampa area.

Your responsibilities will include:

• Setting up projects in NOVA’s accounting systems (Deltek/Vantage Point)
• Assist in resulting inspections per municipal specifications and requirements
• Help maintain file on clients including excel charts, filing system, etc.
• Assist in scheduling for clients
• Verify billing information and rates are set up per project contract
• Obtain project Certificate of Insurance (COI) requests from Nova’s insurance agent, as needed
• Deliver invoices to client as instructed in contract (email, upload to portal, etc)
• Working with staff to create, edit and final and issue project related proposals and reports.
• Assisting staff to facilitate field work and track samples and equipment.
• Assist management team to develop and track proposal and contract backlog.
• Assisting management and staff in tracking and implementing required safety training and PPE.
• Assist management and staff in maintaining required personnel, project, and client records.
• Preparation and scheduling of packages for shipping
• Other various administrative tasks as needed

NOVA is an Equal Opportunity Employer. All qualified candidates are encouraged to apply. NOVA does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, disability, national origin, ancestry, marital status, veteran status or any other characteristic protected by law.

About Nova

Established in 1996, NOVA was originally founded to provide Environmental Consulting, Geotechnical Engineering, and Construction Materials Testing and Inspection services to the design and construction community, largely in the southeastern United States. Since our founding, NOVA has added additional service lines such as Facilities and Building Envelope, Forensics, Municipal and more. We are dedicated to providing a wide variety of projects and services with an emphasis on collaboration and safety. We offer a stimulating and inspiring work environment where our employees are recognized for their efforts and achievements and are mentored for professional growth.

Currently, NOVA employs 650+ personnel in 18 offices serving clients throughout the southeastern United States and beyond. Our firm has professional and administrative support staff that includes registered professional engineers, registered professional geologists, environmental scientists, registered roof observers, LEED accredited professionals, soil/foundation engineers, laboratory specialists, materials technicians, ICC-certified inspectors, NICET-certified technicians, and AWS-certified welding inspectors. NOVA’s facilities include AASHTO-accredited laboratories in soils, concrete, aggregate and hot-mix asphalt testing/inspection. We also have CCRL-inspected laboratories for concrete sampling, curing, and testing. NOVA will continue to expand its reach and reputation as a leader in the testing, inspection, and consulting fields with a strong legacy of quality and integrity by promoting our best internal resources and recruiting a diverse culture of valued and exceptional talent.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws.
For further information, please review the Know Your Rights notice from the Department of Labor.

Seniority level

• Seniority level

  Associate

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative and Customer Service

• Industries

  Civil Engineering, Construction, and Environmental Services

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