Administrative Assistant - Engineering - Ocoee, FL

Wayne-Automatic-Fire-Sprinklers-Inc.-1; Florida; On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Weekly Pay

Performance bonuses (PIPs)

Excellent benefits

Company culture that treats employees"

Job summary

Wayne Automatic Fire Sprinklers Inc. is seeking an Engineering Administrative Assistant to support the sales team at our Ocoee branch. The role requires strong organization, multi-tasking, and a customer-focused mindset in a fast-paced environment.

You will manage permits, coordinate with municipalities and designers, and maintain project documentation. The ideal candidate has 3+ years in an office setting, proficiency with Microsoft Office, and a professional communication style.

Qualifications

• Minimum 3 years of experience in an office environment.
• Experience in construction or engineering environment is a plus.
• 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.
• Willingness to learn and take initiative.
• Self-motivated with the ability to multitask in a fast-paced environment.

Responsibilities

• Permitting: Submitting to various municipalities.
• Follow up with the municipalities on the status of the permits.
• Work 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.

Skills

Organizational skills

Time management

Communication

Multitasking

Customer-focused

Self-motivation

Initiative

Phone etiquette

Tools

Microsoft Office

Excel

PowerPoint

Outlook

Job description

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 at www.waynefire.com or 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 includePermittingSubmitting to various municipalitiesFollow up with the municipalities on the status of the permitsWorking with the Designers when permits are rejected and need to be resubmittedRequesting needed items from the Salesmen/Designers (NOC's, contracts, etc.)Paying for approved permitsRenewing or extending expired/expiring permitsKeeping up with permit status in company databaseHave NOC's for stand-alone permits recorded and certified at the Clerk of CourtMonitor permitting e-mail inboxesArrange for permit pickups to the AHJ's that are not doing online permitsBack-up to assistant engineering admin when needed:Print approved permits, put in to company database and hand off to the departmentPrint for quality assurance reviewSend out plans to internal and external customers as neededScan and email invoices to VP of EngineeringMaintain NFPA booklets with changesOrganize team building eventsOrganize Annual Design SummitsRenew Out of State LicensesRenew NICET certifications (when needed)Help with travel arrangementsType EOR letters and send out Certified Return/ReceiptUpdate company database with AHJ changesEmail updated Workers Compensation and General Liability to AHJs semi annuallyRenew Local Business Tax Receipt annuallyJob cost each receipt and turn in monthlyMaintain VP of Engineering and Contract Design Manager's calendars as neededWhat are the Qualifications for this position?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 preferredProficiency in Microsoft Office Suite, particularly Excel advanced functions, PowerPoint, and OutlookStrong organizational and time management skillsProfessional demeanor with excellent communication and phone etiquetteFriendly and customer-focused attitudeSelf-motivated with the ability to multitask and adapt in a fast-paced environmentWillingness to learn and take initiativeWhy 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 Pay401(k) plan with company match based on profitsExcellent medical/dental/vision/life/disability insurance plansPaid time off and holidaysEmployee Assistance ProgramMany Administrative positions offer flexible work schedules and/or hybrid opportunitiesGeneral Motors Vehicle Discount Program for all WAFS employeesHome fire sprinkler system discountsAbility to move up in the company (we promote from within!)Excellent training, including Wayne AcademyState-of-the-art technology and toolsOffsite Company Team Building & Celebration EventsA 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.