Administrative Assistant II

$39,520 - $47,840/Yr

Southeastern Surveying And Mapping Corp. - Orlando, FL

Full-time - Mid Level

Orlando, FL

Professional, Scientific, and Technical Services

About the position

The Administrative Assistant II plays a crucial role in supporting Project Managers by coordinating project activities and ensuring smooth office operations. This position involves preparing correspondence, managing client documents, and maintaining effective communication within the project team and with clients. The Administrative Assistant is responsible for various administrative tasks that contribute to the overall efficiency of the office and project management processes.

Responsibilities

• Assist the assigned Project Managers in all administrative phases and aspects of a project.
• Prepare all correspondence, quotes, proposals, job folders, and memos required by the Project Manager and forward them to the client when appropriate.
• Conduct research and gather information for work orders in the ERP software daily.
• Prepare and assist with meetings, including preparing agendas and taking detailed meeting minutes.
• Organize and process all documents with clients, ensuring timely follow-up on non-received documents.
• Prepare job packs and create forms for office and field staff.
• Distribute project schedules and track paperwork for new work/projects.
• Maintain client relationships and assist clients with immediate needs.
• Demonstrate effective relationship-building within the project team and throughout the company.
• Promote positive subcontractor relations and support project management on daily business needs.
• Professionally answer incoming calls and route them to appropriate personnel.
• Work cohesively with the administrative team to ensure all tasks are completed with minimal management involvement.

Requirements

• Bachelor's degree preferred; five years of administration experience and/or training, or equivalent combination of education and experience.
• Proficient in Microsoft Office, Windows PC, and Internet software.
• Strong verbal and written communication skills.
• Ability to solve practical problems and deal with various concrete variables in situations with limited standardization.
• Ability to work well in group problem-solving situations and contribute to a positive team environment.

Nice-to-haves

• Experience in project management support.
• Familiarity with ERP software.