Administrative Assistant - Charlotte, United States - Atlas Surveying Inc

Description

Job Description

Atlas Surveying, Inc. is an industry-leading professional land surveying firm with offices in Savannah/Hilton Head, Charleston, Charlotte and Greenville/Spartanburg. We use conventional tools and state-of-the-art robots and drones to conduct surveys and perform certifications, and to provide real-time GPS and aerial mapping. We serve real estate developers, and construction, architectural and engineering firms in the public and private sectors.

We need an energetic multi-tasker to join our fast-paced team in the role of Administrative Assistant. The right candidate will perform day-to-day business and administrative activities for our Charlotte division. The role will work closely with Field Crews and CAD Teams, and will play an important role in the success of the office. The Administrative Assistant will collaborate with counterparts and Office or Business Managers in other Field Offices, and will have opportunity for advancement to the role of Office Manager based upon our mutual success.

Essential Functions:

• Provide administrative assistance to Field, CAD, and Office management as requested.
• Receive incoming survey requests. Record in Project Management system and notify appropriate Crew Supervisor. Perform preliminary research of deeds and tax records online. Conduct further research at local government office with or as directed by Crew Leader.
• Perform New Project Set-Up duties.
• Organize Field Staff meetings and attend/take notes as requested. Maintain Field Calendar with respect to Field Staff PTO.
• Collect daily receipts from Office Manager and deposit via remote capture or bank run.
• Provide Certificates of Insurance for client projects upon request.
• Serve as Notary Public.
• Receive Field Office visitors and callers. Direct incoming calls and take messages.
• Organize and facilitate Field Office staff meetings and celebrations.
• Order office, kitchen and bath supplies as needed. Arrange for service and repair of office equipment, onsite janitorial and other office services. Use corporate accounts and resources.
• Monitor and maintain office phone system. Set recorded messages for office hours, closures, etc.
• Maintain petty cash, petty cash ledger and related receipts.
• Handle Field Office mail, shipping, and courier services using corporate accounts and resources.

Qualifications:

• At least three years of administrative or customer service in a high-activity setting.
• Previous work in a related industry a plus (i.e., commercial or residential real estate development, construction, professional surveying or architectural firm).
• Proficiency in Microsoft Office Suite. Experience with industry-specific Deltek or other project management software a plus.
• A working knowledge of accounting principals and proficiency with financial software a plus.
• Strong verbal and written communication skills.
• Ability to work collaboratively with coworkers; represent Atlas professionally with clients or prospects.
• Problem-solving skills. Adaptive to change.
• Personal responsibility.

Physical Requirements:

While performing this job, the employee is frequently required to sit, stand, talk and hear. The employee may occasionally, bend, stoop, and reach, and lift or move up to 25 pounds.

The work is primarily in an office setting. Specific vision abilities required by this job include close vision and ability to adjust focus. The noise level in the work environment is moderate.

Disclaimer:

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside their normal scope of responsibilities from time to time, as needed.