OFFICE ADMINISTRATOR

Acousti Engineering Company of Florida; Tampa (FL); On-site; USD 40,000 - 50,000; Full time

Job summary

Acousti Engineering Company of Florida is seeking an Administrative Assistant to provide administrative and clerical support to project managers for day-to-day activities. The role involves processing contracts, maintaining electronic and hard copy files, and coordinating with the branch manager on various tasks.

The ideal candidate has 2+ years in a related administrative role, 2+ years in the construction industry preferred, and a college degree is preferred.

Qualifications

• Microsoft Office experience required (Excel, Outlook, Word).
• Ability to multitask with time-sensitive projects.
• Ability to quickly adjust and learn new programs and project information.
• Excellent written and verbal communication skills.

Responsibilities

• Work closely with Branch manager and project managers as needed.
• Prepare contracts and change orders for manager signature and return to customers.
• Order all office supplies.
• Maintain communication with General Contractors about contact information.

Skills

Microsoft Office

Multi-tasking

Communication skills

Learn new programs

Education

College degree, preferred

Tools

Timberline

Job description

Position Overview

The Administrative Assistant provides administrative and clerical support to the project managers for the day-to-day actives on the project. The Administrative Assistant is responsible for the administration of contracts, maintaining electronic files, bonds, certificates of insurance, and assisting the branch manager with any other tasks needed.

Main Tasks and Responsibilities

• Work closely with Branch manager, project managers, and assist them as needed.
• Prepare contracts and change orders for managers signature and return them to customers.
• Order All office supplies.
• Maintain open communication with General Contractors about contact information.
• File, hard copies, and electronic copies, of all job-related documents into appropriate files.
• Maintain updated bookings log.
• Data Entry for project managers into timberline including but not limited to job setups, change orders, and contracts.
• Preparing Bonds and Certificates of Insurance through our insurance company Lassiterware.
• Preparing payroll for managers approval.
• Answering phone calls and attending to guests as needed.
• Prepare and Send Submittals when needed.

Job Requirements

• Microsoft Office experience required (Specifically Excel, Outlook, and Word).
• Must be capable of Multi-tasking with time-sensitive projects.
• The ability to adjust and learn new programs, features, and project information quickly.
• Have excellent communication skills, both written and verbal.

Position Requirements

• 2+ years of related administrative assistant experience.
• 2+ years in the construction Industry, preferred.
• College degree, preferred.
• Timberline experience, preferred.
• Should be highly proficient in electronic data management.

Language Skills

English