Administrative Assistant

Chen Moore and Associates

Coral Gables, FL

Vision , Medical , Dental , Paid Time Off , Life Insurance , Retirement
Full-Time

Job Description

About Us

Founded in 1986, Chen Moore and Associates (CMA), Inc. has grown into a highly regarded multi-disciplinary firm. CMA's areas of expertise include utility infrastructure, roadway, site development, electrical, planning, landscape architecture, and construction engineering services for both private and public sector clients. CMA prides itself on working to be part of the fabric of the community. We are leaders in community service and the profession. Our staff and our activities are centered around making the community we work in a better place to live. CMA promotes a fun and flexible work environment, taking pride in the quality of our work. CMA promotes a team-oriented approach, both inside and outside of the office.

CMA's headquarters are in Fort Lauderdale with offices in Miami, West Palm Beach, Orlando, and Jacksonville. The firm also has satellite and/or project offices in Atlanta, Gainesville, Jupiter, Port St. Lucie, Sarasota, and Tampa. CMA currently employs over one hundred and thirty (130) professionals throughout the State of Florida, which affords our valued clients top-level service.

CMA is hiring an Administrative Assistant for our Regional Office to support to the office leader, project managers and project staff working in that region, as well as support the needs of the overall CMA team. The administrative assistant position is a critical part of the regional team, facilitating the culture of excellence and service to the community.

Responsibilities:

Greet visitors at the front desk.
Answer and transfer phone calls.
Maintain orderly and organized appearance within public areas, such as front desk, kitchen and conference rooms.
Good communication and writing/typing skills, including quality control for grammar, spelling and punctuation of letters.
Distribute and coordinate mail and/or track packages to staff members.
Responsible for event registration for all local events, update companywide event spreadsheet, coordinate payment for event, coordinate travel, send Outlook calendar invitations to staff attending the event, and prepare any materials needed for event.
Deliver project and proposal submittals to clients.
Assist marketing staff with assembly of proposal submittal packages.
Assist project staff with assembly of project submittal packages.
Assist with any billable project work from Project Managers (10% target utilization)
Assist with preparation of project set up forms.
Assist Project Managers with any AR collection.
Assist and coordinate any meetings to be scheduled for the Office Manager and reserve conference room(s)
Order all office supplies, including copy room and kitchen.
Maintain office equipment and coordinate all necessary maintenance.
Order meals for any staff lunches or events within the office.
Organize meetings, training sessions, lunch and learns, webinars, and conference calls.
Update office Outlook calendar to show conference room reservations, events, approved time off, traveling staff location, birthdays, holidays, etc.
Plan monthly birthday/anniversary celebrations.
Coordinate with building management for any office space repair/maintenance issues.
Coordinate and distribute all office keys and key cards.
Notarize contract documentation.
Update new contacts within Deltek database.
Assist and guide new employees with completion of all on-boarding documentation.
Maintain and distribute emergency preparedness plans to staff on annual basis.
Send email reminders/notifications to appropriate staff on birthdays.
Assist with taking photographs for marketing purposes of completed projects.
Works on miscellaneous projects as directed by the Office Leader

Qualifications:

2 years of experience as an administrative assistant, 5 years' experience is preferred.
College degree is preferred.
Highly organized, detail-oriented and able to multi-task
Excellent communication skills - verbal, written (handwriting/typing) and interpersonal skills.
Strong sense of urgency, project responsibility and initiative
Working knowledge of Microsoft Suite (Outlook, Word, Excel, PowerPoint, etc.)
Ability to work independently and as part of a team.

CMA's High Standard of Professionalism

Chen Moore and Associates is a company which is unique in its commitment to quality. We are proud of our high standard of professionalism and the quality of service provided to our clients. We strive to establish a sense of pride and loyalty in our employees by maintaining a tradition of excellence in our work and a sense of family in our culture. We also aim to provide an environment that inspires and promotes individuals to reach the full extent of their potential and to continue in their personal "Search for Excellence." We offer a career opportunity rather than a job – an opportunity that will take our employees as far as they want it to go. You will find that both the management and employees of CMA are dedicated to high achievement and genuinely concerned about employee job satisfaction. In order for us to maintain high standards of excellence, we endeavor to have the finest personnel and only acquire those whom we consider to not only meet the high standards we set for ourselves as a firm, but those who will also blend with the firm culture. Your success is important to all of us.

Chen Moore and Associates is a Great Place to Work!

Named 'Best Places to Work For' nationally by the Zweig Group in the
Multidiscipline Firm Category from 2008-2010 and 2014–2023.
Named to the 'Hot Firm's List' nationally by the Zweig Group from 2007-2011, 2014, 2016-2023.
CMA is regularly recognized as a 'Best Firm to Work For' by the South
Florida Business Journal, Civil + Structural Engineer, ENR Southeast, and various local branches of the American Society of Civil Engineers.

OUR BENEFITS include:

Medical, Vision and Dental Insurance
Life and AD&D Insurance
Voluntary Life with Dependent Coverage
Short-Term and Long-Term Disability
Paid time off and paid holidays
Flexible Spending Accounts with Debit Card
Voluntary Plans (Supplement Health, Critical Illness/Cancer, Accident)
401(k) Plan – Competitive Employer Match
Supplemental benefits
Flexible work schedules
Continuing education
Mentorship programs
Professional societies
Community engagement
Cell phone

We thank all applicants for their interest; however, only those selected for an interview will be contacted. Chen Moore and Associates is committed to creating a diverse environment and is proud to be an Equal Opportunity Employer. We invite resumes from all interested parties including women, minorities, veterans and persons with disabilities.