Benefits:

401(k)

401(k) matching

Free food & snacks

Free uniforms

Health insurance

A South Florida structural engineering firm is looking for a detail-oriented and proactive Administrative Assistant to support our team. This role is ideal for someone with a strong organizational background who is interested in the possibility of transitioning to a full-time position in the future. The successful candidate will play a key role in ensuring the smooth operation of our office and supporting our engineering team.

Job Summary

In this role, you will provide support to our office employees and Principals, ensuring they have all the information and resources they need to perform their best. Your responsibilities will include answering phone calls, scheduling appointments, planning meetings, and writing correspondence. The ideal candidate is highly organized with excellent written and verbal communication skills and a friendly demeanor.

Key Responsibilities

Answer and direct incoming telephone calls and emails professionally

Communicate with clients, property managers, contractors, municipal departments, and other project representatives

Schedule inspections, meetings, interviews, and conference calls

Coordinate access arrangements and confirm appointments with clients and field staff

Prepare, format, proofread, and distribute proposals, agreements, letters, reports, meeting minutes, and other project documents

Assist with typing and formatting engineering field reports

Create and maintain electronic and physical project files

Upload, download, organize, and distribute documents through Dropbox and other file-sharing platforms

Track project deadlines, outstanding documents, inspection requests, payments, and follow-up items

Assist with preparing and submitting documents to cities, counties, and other government agencies

Follow up with clients regarding proposals, agreements, invoices, scheduling, and required project information

Prepare and send professional correspondence on behalf of engineers and management

Maintain accurate client and project information in company systems

Assist with invoicing, payment tracking, and basic QuickBooks tasks

Coordinate with engineers and field staff to collect timesheets, reports, photographs, and project information

Provide general support for daily office operations

Order and maintain office supplies

Scan, copy, print, mail, and organize documents as needed

Assist management with special projects and other administrative duties

Qualifications

High school diploma/GED required, Associate’s degree or administrative training is preferred

Previous experience as an Administrative Assistant or in a similar position

Familiarity with standard office equipment such as printers and fax machines

Excellent computer skills and knowledge of Microsoft Word, Outlook, and PowerPoint

Highly organized with excellent time management skills and the ability to prioritize projects

Experience in the engineering or construction industry is a plus, but not required.

This position requires availability from 8:00 AM to 4:30 PM, Monday through Friday.

Benefits

Competitive salary based on experience.

Health and dental insurance.

Paid time off (PTO) and holidays.

Retirement savings plan (401k) with company match. (After one year of employment)

Career development and opportunities for advancement.

A collaborative and supportive work environment with a focus on professional growth.

Please do not call the office regarding this position. All inquiries should be made via email or our application portal.