Administrative Assistant

Job Summary

Smart Building Integrators, LLC (SBI) is seeking an experienced Office Administrative Assistant (AA) to join our team. The ideal candidate is a highly organized and detail-oriented Administrative Assistant to provide essential support to our team. The ideal candidate will have excellent communication skills, the ability to prioritize tasks, and a proactive approach to problem-solving. This role is crucial in ensuring smooth office operations and supporting our mission of skill-based excellence. You will need to work in a fast-paced environment and meet occasional local travel requirements for trade shows, conferences, and marketing events.

Key Responsibilities

· Assist with the completion and submission of various contracts for the company that include but are not limited to Sales Contracts, Lease Contracts, Employment Contracts, Service Contracts, Construction Contracts, Insurance Contracts & Confidentiality agreements (NDAs) if asked.

· Review various types of legal contracts for the company to be presented to executive leadership.

· Managing communications, such as answering calls, responding to emails, and coordinating with clients and vendors, the Technical Team, SBI Management Team and accounting

· Approve time clocks for all field related employees validating correct start time, location and project locations daily.

· Collaborating with leadership to improve workflow and operational efficiency.

· Gathering input from team members on software usability and fit for our workflows.

· Overseeing office operations, including scheduling, supply management, and organization.

· Assisting with project scheduling and tracking to support field teams.

· Supporting HR tasks, such as onboarding and vehicle maintenance.

· Maintaining records and other essential documents.

· Overseeing company workflows and ensuring compliance with policies and procedures.

· Managed multiple calendars in public folders in Outlook, such as conference room scheduling, on-call schedules

· Assisting in operational planning, project tracking, and resource allocation.

· Knowledge of scheduling software or project management tools (preferred but not required)

· Meeting Minutes Reports: Documenting the outcomes of executive meetings, including action items, follow-ups, and decisions made.

· Vendor Performance Reports: Monitoring the performance of suppliers and contractors, including delivery timelines, quality, and pricing compliance.

· Facilitating communication, ensuring the relevant reports are shared with the right stakeholders and coordinating between different departments.

· Strong written and verbal communication abilities: – preferred.

Requirements

· At least 1-2 years in an administrative assistant role consistent with the key responsibilities listed above.

· High School Diploma - or the equivalent (for example, GED), preferred,

· Bachelor Administration degree in a plus.

· Be Microsoft Office, proficient.

· Ability to work in a team, with multiple departments.

· Ability to meet the minimum requirements to work for SBI listed under conditions of employment.

Conditions of Employment

· You must live in the United States, specifically Central Florida area.

· You must possess a valid US Employment Authorization Document (EAD), be a U.S. citizen, Valid US Social Security, at least 18 years of age (dual-national US citizens are eligible).

· You must be willing to be in the office in Florida 5 days a week, Monday thru Friday 8am to 5pm.

· You must successfully complete a thorough drug screening, and a comprehensive background investigation.

· You must take Accountability for actions.

Uniform Requirements:

· Office Attire is required as this is a front-facing position.

Job Type: Full-time

Pay: $19.00 - $25.00 per hour

Expected hours: 35 – 45 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

People with a criminal record are encouraged to apply

Language:

• English (Preferred)

Ability to Commute:

• Longwood, FL 32750 (Required)

Ability to Relocate:

• Longwood, FL 32750: Relocate before starting work (Required)

Work Location: In person

Salary : $19 - $25