Administrative Assistant - Engineering - Ocoee, FL

WAYNE AUTOMATIC FIRE SPRINKLERS INC; Florida; On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Weekly pay

Performance bonuses (PIPs)

Excellent benefits

401(k) plan with company match

Paid time off and holidays

Hybrid opportunities

Employee-owned culture

Job summary

Wayne Automatic Fire Sprinklers Inc. in Ocoee, FL is seeking an Engineering Administrative Assistant to support our sales team and manage a variety of administrative tasks in a fast-paced setting.

You will handle permitting processes, document management, and coordination with designers and municipalities while providing back-up support to the engineering admin team. A positive, customer-focused attitude and strong organization are essential.

Qualifications

• Minimum 3 years of experience in an office environment preferred (construction or engineering industry experience is a plus, but not required).
• Previous administrative or office management experience preferred.
• Proficiency in Microsoft Office Suite, particularly Excel advanced functions, PowerPoint, and Outlook.
• Strong organizational and time management skills.
• Professional demeanor with excellent communication and phone etiquette.
• Friendly and customer-focused attitude.
• Self-motivated with the ability to multitask and adapt in a fast-paced environment.

Responsibilities

• Handle permitting processes: submission to municipalities, follow-up on status, work with designers for resubmissions, gather necessary documents (NOC's, contracts), pay and renew permits, track status in company database, maintain NOC records, monitor permit emails, arrange in-person permit pickups.
• Back up Engineering Admin: print and file permits, support QA reviews, send plans to customers, scan and email invoices, maintain NFPA booklets.
• Organize team-building events and annual Design Summits.
• Renew out-of-state licenses and NICET certifications when needed.
• Assist with travel arrangements and prepare EOR letters and receipts.
• Update AHJ changes in the company database and distribute workers' comp and GL updates to AHJs semi-annually.

Skills

Office administration

Time management

Customer service

Multitasking

Communication skills

Tools

Microsoft Excel

PowerPoint

Outlook

Job description

Job Details: Level: Experienced, Job Location: Ocoee - Ocoee, FL 34761, Position Type: Full Time, Job Category: Engineering, Wayne Automatic Fire Sprinklers Inc. is a family business whose success is driven by our amazing Team Members who save lives daily!

We’re an open-book company that offers Weekly Pay, Performance Bonuses (PIPs), Excellent Benefits, and a Company Culture that we are proud of!

Join the WAFS family TODAY!

Who are we?

Wayne Automatic Fire Sprinklers, Inc.has been in business for over 48 years and currently has 7 branches across Florida and North Carolina. We’re a family business at our core and are proud to be a part of a life-saving industry. Here at WAFS, we offer a company culture that promotes continuous growth in your career and treats our team members like family. We are an open-book company and share our financials with all team members. Learn more about our company and history atwww.waynefire.comor visit our company's Facebook page at Wayne Automatic Fire Sprinklers Inc.

We are seeking a proactive and detail-oriented Engineering Administrative Assistant to support our sales team in our Ocoee branch and assist with a variety of administrative and operational tasks. This role requires strong organizational skills, the ability to multitask, and a customer-focused mindset in a fast-paced environment.

The ideal candidate is positive, customer-focused, detail-oriented, and ready to become an important part of a hardworking (and fun!) team.

Responsibilities for this role include

• Permitting
  • Submitting to various municipalities
  • Follow up with the municipalities on the status of the permits
  • Working with the Designers when permits are rejected and need to be resubmitted
  • Requesting needed items from the Salesmen/Designers (NOC's, contracts, etc.)
  • Paying for approved permits
  • Renewing or extending expired/expiring permits
  • Keeping up with permit status in company database
  • Have NOC's for stand-alone permits recorded and certified at the Clerk of Court
  • Monitor permitting e-mail inboxes
  • Arrange for permit pickups to the AHJ's that are not doing online permits
• Back-up to assistant engineering admin when needed:
  • Print approved permits, put in to company database and hand off to the department
  • Print for quality assurance review
  • Send out plans to internal and external customers as needed
  • Scan and email invoices to VP of Engineering
  • Maintain NFPA booklets with changes
• Organize team building events
• Organize Annual Design Summits
• Renew Out of State Licenses
• Renew NICET certifications (when needed)
• Help with travel arrangements
• Type EOR letters and send out Certified Return/Receipt
• Update company database with AHJ changes
• Email updated Workers Compensation and General Liability to AHJs semi annually
• Renew Local Business Tax Receipt annually
• Job cost each receipt and turn in monthly
• Maintain VP of Engineering and Contract Design Manager's calendars as needed

Qualifications: What are the Qualifications for this position?

• Minimum 3years of experience in an office environment preferred (construction or engineering industry experience is a plus, but not required)
• Previous administrative or office management experience preferred
• Proficiency in Microsoft Office Suite, particularly Excel advanced functions, PowerPoint, and Outlook
• Strong organizational and time management skills
• Professional demeanor with excellent communication and phone etiquette
• Friendly and customer-focused attitude
• Self-motivated with the ability to multitask and adapt in a fast-paced environment
• Willingness to learn and take initiative

Why should I join Wayne Automatic?

• We provide a highly competitive compensation package, including performance incentive pay (PIPs) based on the work you perform and the branch/department you work in.
• Weekly Pay
• 401(k) plan with company match based on profits
• Excellent medical/dental/vision/life/disability insurance plans
• Paid time off and holidaysEmployee Assistance Program
• Many Administrative positions offer flexible work schedules and/or hybrid opportunities
• General Motors Vehicle Discount Program for all WAFS employees
• Home fire sprinkler system discounts
• Ability to move up in the company (we promote from within!)
• Excellent training, including Wayne Academy
• State-of-the-art technology and tools
• Offsite Company Team Building & Celebration Events
• A company culture that promotes continuous growth in your career!
• Wayne Automatic is proud to be an Employee-Owned Company!

We provide equal opportunities to all candidates and are an EEO/VETs/Disability/DFWP employer.