Administrative Assistant

Whitestone Associates, Inc.; Tampa (FL); On-site; USD 32,000 - 36,000; Full time

Benefits offered by this job

Employee Stock Ownership Program

Medical Insurance

Vision Insurance

401(k) Plans with Company Match

Disability Insurance

Life & AD&D Insurance

Pet Insurance

Identity Theft Protection

Group Legal Plan

Employee Assistance Program (EAP)

Job summary

Whitestone Associates, Inc. is a Geotechnical and Environmental consulting firm seeking an administrative support specialist to assist in reports, project setup, and client coordination. You will liaise with clients, agencies, and project managers while maintaining organized project files.

The role requires detail-oriented typing, strong communication, and multitasking abilities in a fast-paced office environment; prior experience in AEC fields is preferred.

Qualifications

• Highschool Diploma or equivalent required (AS or BS Degree preferred).
• 1+ year of administrative and/or project team support in an office setting.
• Excellent typing ability, with an emphasis on accuracy and attention to detail.
• Proficient in Microsoft Word, Excel, Outlook, PowerPoint, and Adobe Acrobat Writer.
• Strong oral and written communication skills.
• Excellent spelling, grammar, and proofreading abilities.
• Prior experience in a fast-paced, multitasking environment.
• Previous experience in architecture, engineering, and construction firms highly preferred.

Responsibilities

• Assist in the preparation, review, and editing of technical reports.
• Coordinate with project teams to gather information and ensure accurate documentation.
• Research property information using internet sources and in-house documentation.
• Set up new projects.
• Create file tree on network and physical file folders.
• Create team-specific documents for use with project tracking.
• Maintain job files adhering to company standards.
• Act as a liaison between clients, agencies, and project managers.
• Support the preparation of client proposals.
• Research and compile reports, plans, and applications for submittal to state and local agencies.
• Prepare hearing folders and exhibits for use at public hearings.
• Maintain calendars for designated teams.
• Support business development efforts by researching potential opportunities and clients while working to schedule/coordinate meetings and presentations.
• Provide assistance to senior staff in other areas as needed.

Skills

Typing accuracy

Communication skills

Attention to detail

Multitasking

Education

High school diploma or equivalent

AS or BS degree preferred

Tools

Microsoft Word

Microsoft Excel

Outlook

PowerPoint

Adobe Acrobat Writer

Job description

Whitestone Associates, Inc. is a 100% employee-owned Geotechnical and Environmental consulting firm with offices throughout the eastern United States. We are committed to building a collaborative team environment where employee-owners are encouraged to grow professionally, take on meaningful responsibility, and contribute to the continued success of the organization.

Key Responsibilities:

• Assist in the preparation, review, and editing of technical reports;
• Coordinate with project teams to gather necessary information and ensure accurate documentation;
• Research property information using internet sources and in-house documentation;
• Set up new projects;
• Create file tree on network and physical file folders;
• Create team-specific documents for use with project tracking;
• Maintain job files adhering to company standards;
• Act as a liaison between clients, agencies, and project managers;
• Support the preparation of client proposals;
• Research and compile reports, plans, and applications for submittal to state and local agencies;
• Prepare hearing folders and exhibits for use at public hearings;
• Maintain calendars for designated teams;
• Support business development efforts by researching potential opportunities and clients while working to schedule/coordinate meetings and presentations; and
• Provide assistance to senior staff in other areas as needed.

Qualifications:

• Highschool Diploma or equivalent required (AS or BS Degree preferred);
• 1+ year of administrative and/or project team support in an office setting;
• Excellent typing ability, with an emphasis on accuracy and attention to detail;
• Proficient in Microsoft Word, Excel, Outlook, PowerPoint, and Adobe Acrobat Writer;
• Strong oral and written communication skills;
• Excellent spelling, grammar, and proofreading abilities;
• Prior experience in a fast-paced, multitasking environment; and
• Previous experience in architecture, engineering, and construction firms highly preferred.

Higher compensation than the amount listed below may be offered commensurate with experience and qualifications.

Hourly Pay Range

$23 - $26 USD

Benefits eligibility is dependent on full-time employment status.

• Whitestone's Employee Stock Ownership Program (offered at no cost to each eligible employee)
• Medical Insurance
• Vision Insurance
• Health & Dependent Care Flexible Spending Accounts
• Traditional & Roth 401K Plans with Company Match
• Long Term & Short Term Disability Insurance
• Company-Sponsored Life & AD&D Insurance
• Multiple AFLAC Insurance Products
• Pet Insurance
• Identity Theft Protection
• Group Legal Plan
• Multiple Corporate Discount Programs
• Employee Assistance Program (EAP)

Whitestone Associates, Inc. is an Equal Opportunity Employer and does not tolerate unlawful discrimination in its employment practices. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, citizenship status, age, disability, protected veteran status, or any other status protected by applicable federal, state, or local law. Whitestone does not tolerate harassment or discrimination based on any protected characteristic. All complaints of harassment are taken seriously and will be investigated promptly and thoroughly.