Administrative Assistant

JOB TITLE: Document Control/Administrative Assistant

Every day at CMTS, we undertake impactful infrastructure projects that positively impact lives and communities. CMTS has an extensive 35-year industry experience, which ensures a strong foundation for ongoing success. Our company values employees by fostering a culture of learning, personal development, and well-being. We prioritize work-life balance and ethical business practices and engage with our community through employee-driven initiatives.

Join us on our journey of growth and success!

We are currently seeking a highly motivated Document Control/Administrative Assistant located in Tampa, FL .

Required Education

• HIGH SCHOOL DIPLOMA OR GED
  
  

Required Qualifications

In order to become a candidate, you must possess these skills and abilities

• 1-3 years of full-cycle electronic document control experience and administrative experience.
• Experience working with electronic document management software and systems.
• Strong experience in Microsoft Office suite such as Excel, Word, PowerPoint, and SharePoint.
• Effective collaboration and facilitation skills; this is a team-based environment with interaction among team members and the client.
• Excellent written and oral communication skills and maintaining and distributing project documents for the project teams which may include the Client, Architect, Contractors, Engineers, and Airline representatives.
• Ability to remain flexible when dealing with changing client requirements.
  
  

Preferred Qualifications

• Engineering consulting or construction industry experience preferred.
• Experience with Box Platform and Kahua Construction Management Software.
  
  

Responsibilities

• Fulfills requests for the retrieval of any Program document in an organized, timely and efficient manner. Typical requests would include, but not be limited to, Public Document requests, documentation relative to claims and documentation pertinent to contract disputes.
• Interfaces with the Project Directors and Construction Project Managers to support the accurate and comprehensive recording, cataloguing, and archiving of all essential Program base documents.
• Confirms that all filing systems are maintained.
• Establishes a procedural framework for identifying, collecting, distributing and filing the controlled documents for the Program.
• Provides Quality Assurance / Quality Control (QA/QC) audits of any hardcopy Document Control files and electronic Document Control files (SharePoint, Box and Kahua) being used on the Program.
• Manages, in collaboration with Project Directors, all project close-out documentation, job book requirements, final turnover, reconciliation of systems, and archiving process.
• Provides an interface to IT Support for Document Control issues.
• Sustains coordination and communication between Design Builders, Contractors and HCAA.
• Performs various complex administrative, secretarial, and confidential functions and duties.
• Composes, proofreads and edits correspondence, memos, spreadsheets, minutes, logs, and reports in final form, for approval or signature.
• Performs tasks associated with the Maintenance Work Control processes including but not limited to taking calls for service, creating and distributing work orders, and reconciling the records during the month-end closeout.
• Reviews and distributes detailed incoming and outgoing mail, electronic mail, correspondence, and statements.
• Schedules, coordinates and prepares meetings, meeting materials/handouts, appointments and conferences.
• Accesses and secures restricted, sensitive and confidential records or information.
• Researches and responds to requests for information and assistance, and determines priority status and refers to other professional staff, as needed.
• May provide guidance and training, and review the work of others to ensure accuracy, completion and timeliness; may supervise lower level administrative/clerical staff.
• May take department meeting minutes.
• Provides support of the Maintenance QA/QC program by conducting building inspections as needed
• Performs other related duties as required.
• In the event of an emergency or disaster that impacts the Hillsborough County Aviation Authority (HCAA), an employee may be required to respond promptly to duties and responsibilities as assigned by the employees department or the HCAA Emergency Operations Center (EOC). Such assignments may be before, during, or after the emergency/disaster.
• Complies with all HCAA Policies, Procedures, and Standards.
  
  

Salary

• $60,000-$65,000 annually
  
  

Bonus Pay

A bonus may be granted to employees depending on individual performance, employee utilization, attendance, tenure, and furtherance of other non-financial corporate goals; bonus opportunities are available at managements discretion.

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CMTS LLC offers 100% company-paid medical, dental, vision, 401k, life, and long-term disability insurance coverage for employees.

CMTS, LLC is an Equal Opportunity Employer that does not discriminate based on actual or perceived race, creed, color, religion, alienage or national origin, ancestry, citizenship status, age, disability or handicap, sex, marital status, pregnancy, veteran status, sexual orientation, genetic information, arrest record, or any other characteristic protected by applicable federal, state, or local laws. Our management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment.

Employment Type: Full Time

Salary: $60,000 - $65,000 Annual