Division: Engineering/Construction
Work Schedule: 40 hours per week, and able to work additional hours as necessary.
Description of Work: We are seeking a highly organized and efficient Administrative Coordinator / Office Coordinator to join our team. This role is ideal for someone who thrives in a fast-paced environment and enjoys a blend of administrative and office management tasks.
Responsibilities
Job Responsibilities:
- Assist in the daily operations of the office, ensuring smooth and efficient workflows.
- Coordinate office activities and maintain compliance with company policies.
- Assist with data entry into sales customer relationship management (CRM) software.
- Answers phones, responds to questions, take messages, and coordinate schedule.
- Call and email clients to follow up on proposals under the direction of the sales department, engineers, and project managers.
- Assistant in general administration tasks such as, email, printing, copying, scanning, filing, organizing, mailing, and expediting information as needed by the Project Manager/Engineers. Ordering supplies as needed for the office.
- Maintains calendar for supervisor and arranges meetings as needed. Type up reports, proposals and email correspondence as received by the Project Managers/Engineers and staff.
- Responsible for registering staff to attend networking events, luncheons, and other events.
- Responsible to coordinate within the firm to see which employees will attend certain functions.
- Assist in maintaining and refining the electronic file system and standard documents using Microsoft Office, Excel, and other software.
- Research and compile information to respond to internal and external requests for information.
- Signing documents as a witness as needed.
- Prioritize a variety of tasks with little supervision.
- Contact new clients with company information for marketing.
- Complete governmental forms and categories with relevant information for city, county, and state public project submittal.
- Perform other duties as assigned by the supervisor as needed.
- Print incoming email with reports/attachments in regular printer.
- Report data in a complete, timely, and understandable fashion.
- Complete daily time and labor reports in accordance with company policy.
- Follow all company safety procedures and policies.
Qualifications
Essential Qualifications:
- Strong organizational and multitasking abilities.
- Attention to detail and problem-solving skills.
- Ability to work independently and as part of a team.
- A minimum of two years (2) secretarial/administrative experience supporting senior management level personnel.
- Must have professional presentation and interpersonal skills over the phone and in person.
- Proficient with Microsoft Office Suite. Possess an advanced level of computer skills with Microsoft office applications (Excel, Word, PowerPoint, Outlook). This includes the ability to apply advanced formatting to MS Word documents, to build Excel spreadsheets.
- Ability to communicate effectively, orally and in writing.
- Ability to use sound judgment.
- Ability to manage time and work load effectively which includes planning, organizing, and prioritizing with attention to details.
- Proficient in English.
EEO/AA/Disability/Veteran
Pacifica Engineering Sciences, LLC is a Drug-Free Workplace.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.
Job Type: Full-time
Pay: $22.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Ability to Relocate:
- Fort Myers, FL 33912: Relocate before starting work (Required)
Work Location: In person