Administrative Assistant Ii - Tampa, United States - Southeastern Surveying and Mapping

Description

The Administrative Assistant is responsible for, but not limited to, answering all incoming calls, helping with research of projects, Attendance, Proposal Letter Review, Maintenance of records, opening all incoming mail, shipping all outgoing mail/packages, and Project Creation.

• Responsible for answering all incoming calls professionally and routing them to appropriate personnel.
• Assisting with various administrative tasks, including copying, faxing, printing, taking notes, etc.
• Preparing the meeting/training room as needed and maintaining the supply room.
• May maintain a list of office supplies and equipment needed, order supplies, verify the delivery, and forward any invoice/packing slips to the A/P Manager of the Orlando office.
• Responsible for professionally greeting and assisting clients entering the premises, if necessary.
• Responsible for having adequate supplies for shipping with Fed-Ex, UPS, and other materials for the office.
• May assist administrative members with coordinating office events with management, Admin Team, and HR, as needed.
• May be responsible for coordinating officewide meetings, i.e., staff meetings, insurance meetings, and 401(k) meetings.
• Check the general mailbox on the phone system for any messages a minimum of three times daily and deliver them to appropriate personnel.
• The checking account activity and petty cash may be updated to the controller as needed.
• May schedule any office maintenance with appropriate vendors when appropriate.
• Create field forms needed for the office and field staff when appropriate.
• May assist in maintaining Compliance Boards with the information provided by Human Resources, as directed.
• May be responsible for distributing any information HR Orlando sends to the appropriate recipients.
• May be responsible for assisting the Human Resource Manager in processing all local paperwork for new hires, current employees, etc.
• May be responsible for orientation of new hires and sending documents to Human Resources in the Orlando Office.
• May keep daily attendance on HR Direct, providing the controller with a daily record and payroll recap.
• Creating Proposal Letters, Transmittals, and the Creation of Projects for your office/department, performing the necessary research, and recording the information as needed.
• Performing necessary research for the creation of Quotes and documenting the information.
• Preparation for the Job Packages as needed for the Field Crew/ Project Managers of each department involved.
• Archive project folders as needed per your department.
• Create Dig or Design tickets and coordinate with the locators as needed.
• Promote positive subcontractor relations by dealing professionally and fairly with all subcontractors and vendors, instilling this philosophy in the project team at all times.

• Assist the Project Manager(s) in all administrative phases and aspects of a project and support project management on projects and daily business needs.
• Receive, organize, and process all documents with clients.
• Prepare and assist with meetings for Project Manager(s), as needed.
• Follow up on collecting all nonreceived documents and escalate any issues to the PM.
• Assist clients with immediate needs and help employees with tasks related to customer requests.
• Maintain client relationships appropriately, reinforcing the Company's commitment to continuously address their needs and interests.
• Permitting with various entities, as necessary.
• Research records on a project basis and coordinate record requests, if necessary.
• The checking account activity and petty cash may be updated to the controller as needed.
• Provide support to ensure uninterrupted production during the absence of an administrative assistant.
• Keep track of unit maintenance and records.
• Work as a cohesive unit with the administrative team to ensure all tasks are completed, with mínimal involvement from management.
• Employee may perform other related duties as negotiated to meet the organization's ongoing needs.
• Carry out other duties as assigned by management.

• High School Diploma, GED, or High School Equivalence Certificate.
• Associate degree preferred; three to four years administration experience and/or training; or equivalent combination of education and experience.
• Eligibility to become a Notary Public desired.

• Speaks clearly and persuasively in positive or negative situations.
• Writes clearly and informatively.
• Inspires and motivates others to perform well; Inspires respect and trust; Displays passion and optimism.
• Must be organized and detailoriented.
• Identifies and resolves problems promptly, Works well in group problemsolving situations.
• Able to deal with frequent changes, delays, or unexpected events.
• Works with the team; contributes to a positive team environment; welcomes feedba