Senior Administrative Assistant - Melbourne, Fl

Purpose
Support the diverse Civil Engineering, Land Survey and Planning teams through all phases of business including administrative support, proposals and response letters, work and change orders, submittals, and research.
Key Responsibilities
Leadership and Direction

• Receive general instruction on key objectives for execution. Receive direction as needed, and especially complex assignments, modified techniques, and new approaches on assignments with conflicting criteria. Work is completed using advanced techniques and principles and is reviewed by more senior staff to ensure application of sound professional judgement. May review work produced by junior staff for quality assurance.

At the Operational and Company Level

• Communicate with internal and external clients, Project Managers, and other staff on project related matters.
• Research and prepare reports relating to departmental projects and activities.
• Recommend innovative processes to improve the efficiency and effectiveness of the office.
• Perform special projects as assigned.

Do the Work

• Compose cost proposals, change orders, and other correspondence.
• Assist Senior Managers in the preparation of spreadsheets for reports and presentations.
• Organize and maintain file systems, file correspondence, and other records.
• When necessary, order and maintain office supplies.
• Coordinate and arrange meetings and/or special events, prepare agendas, and reserve and prepare facilities for meetings, which may include managing guests and clients.
• Perform other administrative duties such as coding documents, copying, binding, collating, data entry, etc.
• Prepare plan submittals to various municipalities, utility companies, and government agencies, as well as complete necessary accompanying applications.
• Coordinate with clients on the submittal of applications including fees and application signatures.
• Make project submittals to municipalities and government agencies.
• Act at times as the liaison between work groups and outside stakeholders such as suppliers and clients.
• Act as liaison with corporate headquarters, disseminating information to local office staff accordingly.
• Research and prepare reports relating to departmental projects and activities.
• Draft documents such as instructions, spreadsheets, presentations, and reports.
• Assist other administrative team members as needed.

Success Metrics and Competencies
Ideal candidate will consistently demonstrate...

• Ability to work both independently and within a team environment.
• High degree of discretion and ability to manage highly confidential information.
• Strong sense of urgency in responding to constituents.
• Effective verbal and written communication skills.
• Strong work ethic and commitment to quality.
• Self-reliance and ability to operate independently with limited direction.
• Effective working relationship with internal leaders and peers, as well as external clients.
• Ability to effectively manage multiple time-sensitive tasks.

Education, Work Experience, Licensure/Certifications, and Technical Requirements

• High School diploma or equivalent GED required, Bachelor's degree or commensurate relevant experience preferred.
• Five or more (5+)years of experience in an administrative role, including a minimum of two (2) years administrative experience in the land development industry.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Knowledge of accounting practices and report generation preferred.
• Experience with proposal generation preferred.
• Satisfactory driving record as determined by the Company and a current, valid State driver's license.
• Professional appearance, approach, and demeanor.

Physical Demands and Working Environment

• Primarily indoor professional office environment which may include bright/dim light, noise, fumes, odors, and traffic.
• Mobility around an office environment.
• Frequent and prolonged use of standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
• Occasional lifting or carrying up to 20 pounds.
• Occasional pushing or pulling up to 20 pounds.
• Occasional reaching outward or above shoulder.

Note: While this job description is intended to be an accurate reflection of the job requirements, it is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Management reserves the right to modify, add, or remove duties from particular jobs and to assign other duties as necessary at any time with or without notice.
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Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)