Administrative Assistant - Miami, United States - Careerxchange

Description

Job Description

Job DescriptionAbout the Role:
We are on the lookout for an Administrative Assistant who is not only highly organized and detail-oriented but also eager to contribute to the seamless operation of our client's dynamic team. This pivotal role entails comprehensive support across various departments, ensuring that project-related tasks are executed flawlessly.
About Our Client:
Our client stands at the forefront of delivering exemplary services at competitive prices. With a relentless pursuit of excellence and a keen focus on the finer details, they are dedicated to being industry leaders in providing top-tier service and meticulous attention to every project.Core Responsibilities:

• Craft and dispatch Requests for Quotation (RFQs) to vendors.
• Regularly update the RFQ directory and the 'PO Info' Excel sheet.
• Generate Purchase Orders (POs) within QuickBooks.
• Keep RFQ and PO folders well-organized on the shared drive.
• Ensure continuous updates across all pertinent folders
• Handle Invitations to Bid (ITB) from Estimators or General Contractors (GC).
• Create and maintain bid folders, ensuring all documentation is current.
• Compile and update vendor bid quotes.
• Refresh project pages in the Work Control Document following bid awards.
• Initiate electrical and fire alarm permits as directed by Project Managers or the President.
• Keep track of permit details, including fees and numbers.
• Update project pages in the Work Control Document as needed.
• Collect time sheets from field employees via email weekly.
• Update and relay the Time Sheets document to the Accounting department.
• Print, scan, and save timesheets in the Accounting Folder.
• Systematically organize and file time sheets in a designated binder, ensuring monthly order.
• Verify and record overtime hours accurately.

Qualifications:

• A track record in administrative support or project coordination roles is highly desirable.
• Proficient in Microsoft Office Suite, with a strong emphasis on Excel and QuickBooks.
• Exceptional organizational and time management skills.
• A keen eye for detail and a commitment to accuracy.
• Capable of multitasking and prioritizing effectively under tight deadlines.
• Excellent communication skills, both in writing and verbally. (English and Spanish preferred)
• A collaborative team player who can also thrive independently.
• Adaptable and flexible, with the ability to navigate changing priorities and deadlines.

Why Join Us?By joining our client's team, you will be part of a dynamic and supportive environment that not only recognizes but also rewards hard work and dedication. You'll have the opportunity to grow professionally while contributing to projects that truly make a difference. Our client is committed to fostering a culture of development and offers a competitive package to its employees.Interested candidates are encouraged to apply and become a key part of our client's success story.