Administrative Assistant/Project Administrator [Hybrid]

Newcomb & Boyd, a multi-discipline engineering firm, in Jacksonville, Florida is looking for an Administrative Assistant/Project Administrator.

For 100 years, we have been designing innovative systems that bring buildings to life. Our projects positively impact society, from research labs to cure infectious and chronic diseases to smart classrooms to inspire todays scholars and tomorrows leaders. We are known for our sustainable and intelligent approach to design as we develop award-winning solutions for Fortune 500 companies, top healthcare systems, and leading universities.

At Newcomb & Boyd, we value the highest technical competencies, a team-first mentality, excellent communication skills, and a self-driven work ethic. We offer ample opportunities for professional growth, as evidenced by industry-low turnover.

Responsibilities

• Project Administration: Assist project managers (PMs) with tracking, downloading, and uploading Requests for Information (RFIs) and submittals during the Contract Administration phase.
• Assign RFIs and submittals to project team members and follow progress to ensure deadlines are met.
• Upload documents to DocuSign and assist PMs ensuring accurate information is in the Unanet project database for each project.
• Provide additional support for non-technical administrative tasks for PMs as needed.
• Assist with production and distribution of site visit reports.
• Download documents from client and contractor project management sites.
• Edit specifications, proposals, reports, studies, and letters.
• Book travel as requested for staff such as flights, hotel, rental cars.
• Collaborate with HR and IT to ensure a smooth first day for new hires.
• Assist with employee terminations by collaborating with IT to confirm equipment is returned in good and operating condition.
• General office management including but not limited to, maintaining office and printer supplies, personal protective equipment (PPE) and first aid kits.
• Plan and execute office events including a summer family outing, winter holiday party, team building, and special events coordinated with our marketing team.
• Kitchen management, including clean counters and refrigerators, filters changed when required, coffee and tea supplies ordered and maintained, and basic kitchen supplies, such as paper towels, and ordered and maintained.
• Maintain and coordinate site visit items, including the tool kit, commissioning supplies, hard hats, and safety vests.
• Coordinate with building management including but not limited to office access, fobs, door lock system, parking placards, keys, employee roster, and emergency procedures.
• Send and receive mail and send and receive packages from delivery services.
• Ensure a comfortable work environment for guests and employees by maintaining clean conference rooms and stocked drinks and snacks.
• Notarize documents as needed.

Knowledge, Skills and Abilities

• Uphold a strong service orientation and an ability to establish and maintain effective working relationships with employees and office management
• Self-initiative, a positive team attitude, and strong attention to detail and quality
• Maintain complete confidentiality and adhere to the firms core values
• Possess a strong work ethic and a willingness to assume new tasks
• Ability to communicate clearly, concisely and effectively, with staff at all levels, in written and verbal communication
• Must be able to lift 30-lbs, with or without accommodations
• Proficiency with Microsoft Word, Outlook, and Excel

Be a Part of Our Team
Newcomb & Boyd caters to the needs of clients and owners through the integration of multiple services including MEP design, fire protection, commissioning, acoustics, audio-visual, communications, building automation, theatre systems, security and lighting design. Our portfolio comprises work across many market sectors, including aviation, civic & cultural, corporate, government, health care, academic, science & technology, and sports.

We offer a flexible, hybrid work schedule, 401(k) plan with company match, employee and family social events, health and fitness programs, and many additional benefits. We believe our purpose is to provide engineering solutions to shape the world. Come shape the world with us.

Newcomb & Boyd is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, among other things, or status as a qualified individual with a disability.

Newcomb & Boyd is an affirmative action employer and ensures that all applicants and employees are treated fairly in all areas of employment including recruitment, hiring, promotion, retention and compensation.