Administrative Assistant

NV5•Orlando, FL

7d•Onsite

About The Position

NV5 is seeking a full-time Administrative Assistant in our Orlando, FL office. This role is responsible for performing 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, handling petty cash, and entering client and project-related information, expense reports, and labor adjustments/timesheets into the Deltek Vantagepoint system. The Administrative Assistant will also assist in meeting billing deadlines by providing necessary information to project managers and compiling/organizing information to streamline the process. Other duties include coordinating office tasks such as building and equipment maintenance, running errands, managing conference room schedules, ensuring office organization and cleanliness, printing and scanning documents, performing QA/QC of documents, answering multi-line phones, covering the front lobby, coordinating office events, coordinating with vendors, and assisting with special projects.

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.
Experience working in an engineering firm or technical environment is a plus.
Deltek experience a plus.

Responsibilities

Keep firm / office licenses and/or certifications up to date (i.e., Business Tax Receipt for City/County)
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
Handling petty cash
Enter client and project-related information, expense reports, and labor adjustments/timesheets into the Deltek Vantagepoint system (Deltek experience a plus)
Assist in meeting billing deadlines by providing necessary information to project managers and compiling and organizing information to streamline the process
Coordinate or complete various office tasks, such as building and equipment maintenance, running errands, managing conference room schedules, ensuring office organization and cleanliness
Print and scan small and large documents
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
Coordinate with vendors for events, project needs, and office equipment repairs as needed (including but not limited to lunch and learns, client meetings, etc.)
Assist with special projects as needed