Office Manager/Administrative Assistant

Small, family-oriented, but fast-paced engineering consulting firm seeks an Office Manager / Administrative Assistant for our Jacksonville, Florida office. The ideal candidate will possess excellent interpersonal and administration skills and be able to handle multiple projects, often with competing priorities, and have strong attention to detail.

Desired Qualities

• Strong interpersonal communication skills, both verbal and written
• Ability to deal with a variety of personalities in a professional manner
• Excellent customer service, communication and organizational skills
• Ability to multi-task in a fast-paced environment with tight deadlines
• Analytical skills required to identify and resolve problems effectively
• Experience and track record in exhibiting great attention to detail and organization
• Ability to manage daily systems and processes
• Proficiency in MS Office software
• Minimum of five years experience in an administrative capacity
• Friendly, fun!

Desired Education

• College (preferred) or High school diploma / GED

Job Responsibilities

• Provide professional, personal and confidential administrative support to the company CEO
• Handle confidential and sensitive information with the highest degree of discretion and professionalism
• Make purchases on behalf of the CEO in a personal capacity and for the company
• Serve as a personal assistant to the CEO as necessary, ensuring he able to focus on the running of the business, personal appointment scheduling, and more
• Maintain office supplies, purchasing new supplies when necessary
• Make travel arrangements, including booking airline tickets, hotel rooms and ground transportation
• Assist with bookkeeping and billing tasks
• Prepare invoices, reports, memos, letters and other documents, using Word processing, spreadsheet, database, or presentation software
• Plan and coordinate events, such as client meetings, parties, team-building events, seminars, etc.
• Process payroll and submit 401(k) contributions
• Assist with Disadvantaged Business Enterprise (DBE) certification applications and renewals
• Assist with professional engineering (PE) license applications and renewals
• Minimum project and employee files
• Demonstrate effective communications skills and an attention to detail in all activities
• Ensure that colleagues and supervisors are kept fully informed regarding activities, deliverables and timelines
• Coordinate staff and vendors needed to carry out job requirements, ensuring high-quality, cost-effective service, within budget and established time-frames
• Foster a work environment that is motivating and empowering, encouraging effective communication among the team and consistently offering positive and constructive feedback to team members
• Exhibit mature judgment in all professional decision-making
• Maintain technical proficiency needed to fulfill the obligations of the role

How to apply

Send a cover letter and resume to email address provided. No phone calls please.

Please note that we cannot respond to all applicants due to the volume of inquiries (our apologies) and will only respond to those who are invited to an interview.

NO HEADHUNTERS OR RECRUITERS PLEASE!!

Job Type: Part-time

Pay: $21.00 - $25.00 per hour

Benefits

• Flexible schedule

Work Location: Remote