Administrative Assistant

Careerxchange

Miami, FL

Expired: over a month ago Applications are no longer accepted.

Full-Time

Job Description

About the Role:

We are on the lookout for an Administrative Assistant who is not only highly organized and detail-oriented but also eager to contribute to the seamless operation of our client’s dynamic team. This pivotal role entails comprehensive support across various departments, ensuring that project-related tasks are executed flawlessly.

About Our Client:

Our client stands at the forefront of delivering exemplary services at competitive prices. With a relentless pursuit of excellence and a keen focus on the finer details, they are dedicated to being industry leaders in providing top-tier service and meticulous attention to every project.

Core Responsibilities:

Craft and dispatch Requests for Quotation (RFQs) to vendors.
Regularly update the RFQ directory and the 'PO Info' Excel sheet.
Generate Purchase Orders (POs) within QuickBooks.
Keep RFQ and PO folders well-organized on the shared drive.
Ensure continuous updates across all pertinent folders
Handle Invitations to Bid (ITB) from Estimators or General Contractors (GC).
Create and maintain bid folders, ensuring all documentation is current.
Compile and update vendor bid quotes.
Refresh project pages in the Work Control Document following bid awards.
Initiate electrical and fire alarm permits as directed by Project Managers or the President.
Keep track of permit details, including fees and numbers.
Update project pages in the Work Control Document as needed.
Collect time sheets from field employees via email weekly.
Update and relay the Time Sheets document to the Accounting department.
Print, scan, and save timesheets in the Accounting Folder.
Systematically organize and file time sheets in a designated binder, ensuring monthly order.
Verify and record overtime hours accurately.

Qualifications:

A track record in administrative support or project coordination roles is highly desirable.
Proficient in Microsoft Office Suite, with a strong emphasis on Excel and QuickBooks.
Exceptional organizational and time management skills.
A keen eye for detail and a commitment to accuracy.
Capable of multitasking and prioritizing effectively under tight deadlines.
Excellent communication skills, both in writing and verbally. (English and Spanish preferred)
A collaborative team player who can also thrive independently.
Adaptable and flexible, with the ability to navigate changing priorities and deadlines.

Why Join Us?

By joining our client’s team, you will be part of a dynamic and supportive environment that not only recognizes but also rewards hard work and dedication. You'll have the opportunity to grow professionally while contributing to projects that truly make a difference. Our client is committed to fostering a culture of development and offers a competitive package to its employees.

Interested candidates are encouraged to apply and become a key part of our client’s success story.