Administrative Assistant

Rimkus; Tampa (FL); On-site; USD 44,000 - 66,000; Full time

Benefits offered by this job

Health Care Plan (Medical, Dental &amp

Retirement Plan (401(k), IRA)

Life Insurance (Basic, Voluntary &

Paid Time Off (Vacation, Sick &

Family Leave (Maternity, Paternity)

Short Term & Long Term Disability

Training & Development

Job summary

Rimkus is seeking an Administrative Assistant for the Built Environment Solutions group. The role supports the district with clerical duties, including file management, invoicing, and logistics, under supervision.

Strong writing, organization, and interpersonal skills are essential. Responsibilities include entering assignments, tracking matters with teams, and coordinating with consultants to meet deadlines.

Qualifications

• Associate degree or higher is preferred.
• 3+ years of administrative experience.
• Ability to understand corporate operations and procedures.
• Excellent business writing, editing, and proofreading skills.
• Proficient with MS Word, Outlook, Excel, PowerPoint, Teams and SharePoint.

Responsibilities

• Input assignments into the company system accurately and timely.
• Track matter openings and coordinate with Conflict Check team, proposal writers, and consultants.
• Maintain matter files and ensure proper document storage.
• Process proformas and coordinate with consultants to meet deadlines.
• Ensure accurate client invoices and timely sending of invoices.
• Answer phones and route messages; support regional managers and office staff.
• Proofread and distribute outgoing documents with quality control.
• Coordinate purchasing of office supplies and equipment.
• Attend monthly administrative conference calls.

Skills

Business writing

Communication skills

Attention to detail

Analytical skills

Confidential information handling

Interpersonal skills

Time management

Prioritization

Education

Associate degree or higher

Tools

MS Word

Outlook

Excel

PowerPoint

Teams

SharePoint

Job description

About Rimkus

At Rimkus, our Built Environment Solutions team operates on a global scale with the advantage of local expertise. Our licensed engineers, architects, and technical specialists bring deep knowledge of regional requirements and industry best practices, enabling us to deliver customized, high‑quality solutions that maximize the success of our clients’ investments. With a comprehensive portfolio that spans nearly every engineering and architectural discipline, we help organizations plan, build, and manage assets with confidence.

Role Summary

The Administrative Assistant, Built Environment Solutions is responsible for supporting their assigned business group by performing clerical and administrative duties for office personnel, including assisting with special projects as requested. The position works under general supervision in the execution of assigned tasks.

Essential Job Functions

Matter‑Specific Administration

• Receives incoming assignments and inputs into company system with accuracy and efficiency.
• Works within company system to ensure timely opening of new matters by tracking statuses and communicating with the Conflict Check team, proposal writers, and consultants when needed.
• Demonstrates professionalism in all client communications (via phone, email, or in‑person).
• Maintains matter‑related and general office files per company directives.
• Processes proformas by coordinating with consultants to meet monthly deadlines and client expectations.
• Ensures accuracy of client invoices and the prompt sending of invoices or supporting documentation to clients.
• Oversees matter‑related item storage.

General Office Administration

• Answers phones and routes calls/messages in accordance with company procedures if required.
• Supports the business needs of the District Manager, Practice Leaders, and other local management.
• Performs administrative duties for regional team as needed.
• Provides backup support to other administrative staff to accommodate PTO requests and overflow work.
• Responsible for proofreading, quality control, and distribution of outgoing work documents as needed.
• Coordinates purchasing of office supplies, equipment, and related materials.
• Adheres to directives as outlined in the Built Environment Solutions Administrative Systems and Procedures Manual.
• Assists internal clients by troubleshooting issues as requested.
• Attends and participates in monthly administrative conference calls.
• Performs other duties as assigned.

Required Education And Certifications

• Associate degree or higher desired.
• 3+ years of experience in an administrative capacity.

Required Skills And Abilities

• Ability to understand corporate operations and procedures.
• Effective communication with individuals at all levels of the organization.
• Excellent business writing, editing, and proofreading skills with a strong attention to detail, ability to establish priorities, and meet deadlines.
• Proficient with a variety of computer applications including MS Word, Outlook, Excel, PowerPoint, Teams, and SharePoint.
• Analytical skills to interpret information presented in writing or verbally.
• Strong interpersonal skills and ability to handle confidential information.

Salary Range

The salary range for this position is $44,000 to $66,000 and is dependent on education, experience, location, and certifications/licensure.

Physical Demands, Overtime, And Travel Requirements

Work is performed primarily in a physical or remote office setting. The employee is frequently required to stand, walk, sit, bend, crouch, hear, and talk. The employee may lift and/or move up to 25 pounds and must have clear vision and depth perception. The position is salaried with a non‑exempt FLSA status. Regular working hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, with one hour for lunch. Overtime or work outside of normal business hours will be required on occasion. The employee must read, analyze, and understand information presented in writing, respond in writing or verbally to inquiries from management, peers, subordinates, clients, and external vendors, and must be able to produce and disseminate correspondence.

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401(k), IRA)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Short Term & Long Term Disability
• Training & Development

Equal Employment Opportunity

Rimkus is an Equal Employment Opportunity (EEO) Employer and will make all employment‑related decisions without regard to race, color, religion, sex, sexual orientation, gender identity, genetic information, national origin, disability, or protected veteran status.

THIS JOB DESCRIPTION IS SUBJECT TO CHANGE AND DOES NOT CONSTITUTE A CONTRACT FOR EMPLOYMENT OR A GUARANTEE OF CONTINUED EMPLOYMENT.