Job Description: Senior Administrative Assistant

• Must be proficient in using word processing, SPREADSHEET, presentation graphics, electronic mail, calendar, web browser, and contact management applications.
• At least 5 years’ experience preferred in delivering Executive level support in HVAC, and providing construction administration support.
• Must excel in supporting Executive level written and phone communications, including all confidential communications.
• Must be proficient in business procedures including use and operation of office equipment, filing, and retrieval systems for business documents.
• Must have strong interpersonal skills, as well as the ability to interact with all levels of employees and vendors using poise, tact and diplomacy in sensitive and confidential situations.
• Must have a strong work ethic, a high energy level, and be proactive and detail oriented. The ability to manage time effectively and prioritize tasks is required.
• Must display strong executive support, problem solving and analytical skills to gather and summarize data for reports, find solutions to administrative problems and prioritize work.
• No routine travel is required.
• This is a largely sedentary role requiring sitting most of the time, but may involve walking and standing for brief periods of time.

JOB RESPONSIBILITIES:

1) Support the Construction Department/Executive Support (70% of time)

• Maintain electronic and hard copies of project files and logs.
• Review contracts for compliance, including AIA BILLING & PAY APPLICATIONS & PAY REQUESTS as well as closeout documents, and follow up with vendors to obtain necessary information. This is a MUST for this position .
• Track and monitor projects and record updates.
• Process construction drawings and files.
• Prepare contracts, contract amendments, and written project correspondence.
• Route invoices for approvals and payments using accounts payable system (Quickbooks).
• ATTENDANCE is heavily required for this position.
• Schedule and organize activities such as meetings, travel and conferences.
• Prepare record keeping including invoice billing & payment, check requests, expense reports and corporate credit card expense documents.
• Prepare documents for execution and distribution after execution.

Training will be provided by the Director of Operations who will have oversight of all work produced by the Senior Administrative Assistant until there is a level of comfort with administering all work assignments. Must have a high school diploma and the ability to learn while working at times in a fast pace environment. Must be able to take direction from the project team, Director of Operations and Owner/President.

Job Type: Full-time

Pay: $36,000.00 - $62,400.00 per year

Benefits:

• Paid time off

Schedule:

• 8 hour shift

Experience:

• Administrative: 6 years (Required)

Ability to Relocate:

• Tampa, FL 33610: Relocate before starting work (Required)

Work Location: In person