- Prepare forms and resumes for Florida Department of Transportation (FDOT) audit packets. Prepare Automated Fee Proposals (AFPs).
- Thoroughly review subconsultant audit packets and AFPs for accuracy and consistency. Contact subconsultants for corrections/additional information =.
- Prepare and send subconsultant agreements and back-up once contract is finalized.
- Request Certificate of Insurance (COI) for all projects for PGA and subconsultants.
- Ensure current COIs have been received from all subconsultants and request new COI once expired.
- Set up initial contract information in the Equal Opportunity Compliance (EOC) system. Add payment information to EOC system for PGA and all sub-consultants on a monthly basis.
- Assist with copying and scanning of monthly credit card and checking statements.
- Assist supervisor with projects, as assigned.
- Provide back-up administrative/clerical support, as needed.
- Monitor and maintain office and breakroom supplies. Receive and process deliveries.
- Complete work-related errands (post office, ordering lunch for meetings, etc.).
- Handle multiple responsibilities effectively.
- Maintain a neat and orderly work area .
- Embrace learning new methods/skills.
- High school graduate or equivalent (college graduate preferred)
- Previous administrative/contract support experience required (4+ years)
- Proficiency in MS Office (Excel and Word experience a must) and a wide variety of office support and administrative functions
- Punctual with good organization skills and ability to perform multiple tasks in an organized manner at the direction of various people
- Excellent skills in the areas of numeracy, literacy, written and verbal communication. Excellent proofreading skills a must.
- Strong interpersonal skills with positive and friendly disposition
- Ability to deal with constant interruptions
- Ability to work in a fast-paced environment while maintaining high standards in all work efforts
- Ability to work independently and as part of a team
- Completes tasks in a thorough, accurate and timely manner meeting PGA standards with minimal errors
- The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
- While performing the duties of this job including working on a computer, the employee is regularly required to sit for prolonged periods at a desk; use hands, handle, or feel, talk, and hear.
- The employee is frequently required to stand and walk.
- The employee must be able to access and navigate each department at the organization's facilities.
- While performing the duties of this job, the employee is occasionally exposed to outside weather conditions.
- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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