Administrative Assistant

NV5•Orlando, FL

10d•Onsite

About The Position

NV5 is seeking a full-time Administrative Assistant to join our team in our Orlando, FL office. This role is crucial for maintaining the smooth operation of the office by providing comprehensive administrative support to all office groups. The ideal candidate is a detail-driven multitasker who thrives in a fast-paced environment, possesses strong organizational skills, and brings a positive energy to the workplace. This position involves a wide range of tasks from managing office licenses and supplies to assisting with billing deadlines and coordinating office events.

Requirements

High School Diploma or equivalent required.
2–3 years of relevant administrative support experience.
Previous experience in a professional office environment required.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Ability to quickly learn and utilize additional software programs necessary for task completion.
Excellent written and verbal communication skills.
Ability to communicate effectively and positively with coworkers, managers, and clients.
Must demonstrate a professional and cooperative attitude with a strong customer service orientation.
Strong planning and organizational abilities with keen attention to detail.
Ability to work independently, manage time effectively, and prioritize multiple tasks.
Demonstrated ability to support multiple teams or departments simultaneously.
Sound judgment, comprehensive decision-making, and effective problem-solving skills.
Positive, can-do attitude with a willingness to take initiative and adapt to changing priorities.

Nice To Haves

Associate’s degree in Business Administration or related field preferred.
Deltek experience a plus.
Experience working in an engineering firm or technical environment is a plus.

Responsibilities

Perform administrative tasks for all office groups, including keeping firm/office licenses and/or certifications up to date, archiving, binding, cleaning/organizing, typing, proofing, and editing letters and proposals, updating and creating spreadsheets, mailing, copying, faxing, filing, invoicing, ordering and maintaining office supplies, and handling petty cash.
Enter client and project-related information, expense reports, and labor adjustments/timesheets into the Deltek Vantagepoint system.
Assist in meeting billing deadlines by providing necessary information to project managers and compiling/organizing information to streamline the process.
Coordinate or complete various office tasks, such as building and equipment maintenance, running errands, managing conference room schedules, and ensuring office organization and cleanliness.
Print and scan small and large documents and perform quality assurance/quality control (QA/QC) of documents.
Answer multi-line phones and cover the front lobby, greeting clients and visitors with a positive attitude.
Coordinate office events and vendors for events, project needs, and office equipment repairs.
Assist with special projects as needed.