Administrative Assistant II

Clymer Farner Barley•The Villages, FL

7d•Onsite

About The Position

Clymer Farner Barley (CFB) is a dynamic and innovative company that specializes in a wide range of civil engineering and land surveying services. We believe in fostering a positive work environment that promotes growth, collaboration, and employee well-being. As we continue to expand, we are seeking a dedicated and highly motivated Administrative Assistant II to join our team at our primary office location in Middleton/The Villages (HQ). We are seeking a highly organized and proactive Administrative Assistant II to support project managers and directors within a civil engineering environment. This role requires someone who can anticipate needs, stay one step ahead of project demands, and effectively manage multiple priorities across concurrent projects. The ideal candidate is detail-oriented, communicative, and capable of supporting technical teams with both administrative and project coordination tasks related to engineering design, permitting, and client deliverables.

Requirements

Bachelor's degree preferred or equivalent combination of education and experience.
2–5 years of experience in a civil engineering, land development, construction, or similar technical environment preferred.
Strong organizational and time management skills with the ability to manage multiple projects simultaneously.
Excellent written and verbal communication skills.
High attention to detail and ability to review technical documents for completeness and accuracy.
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint).

Nice To Haves

Experience with Deltek, GIS platforms, or project management tools such as Asana or Smartsheet is preferred.
Familiarity with permitting processes, engineering plans, and regulatory coordination is a plus.

Responsibilities

Provide administrative and project support to project managers and engineering teams.
Assist with scheduling and coordination of civil engineering projects, including tracking timelines and deliverables.
Maintain and organize project documentation, including plans, reports, permit submittals, proposals, and change orders.
Track project progress and help ensure deadlines, milestones, and regulatory requirements are met.
Coordinate meetings, prepare agendas, and document meeting minutes for internal teams, clients, and agencies.
Communicate with clients, contractors, and regulatory agencies regarding project status, submittits, and requirements.
Assist with preparation and quality control of engineering submittals, reports, and permitting packages.
Support permitting efforts, including compiling applications, tracking approvals, and maintaining compliance documentation.
Ensure project files and workflows align with company standards, contracts, and QA/QC procedures.
Support administrative functions including calendar coordination and travel arrangements.
Identify opportunities to improve processes and assist with the implementation of workflow efficiencies.
Operate with minimal supervision in a fast-paced, deadline-driven environment.
Anticipate project needs and proactively address issues to keep projects moving forward.
Provide guidance and support to administrative or project support staff, as needed.
Develop working knowledge of civil engineering principles, land development processes, permitting requirements, and GIS/mapping applications.
Build proficiency in company systems, procedures, and project workflows.