Administrative Assistant - Engineering - Ocoee, FL

WAYNE AUTOMATIC FIRE SPRINKLERS INC•Ocoee, FL

About The Position

Wayne Automatic Fire Sprinklers, Inc. is seeking a proactive, detail-oriented Engineering Administrative Assistant to support the sales team at its Ocoee branch and assist with administrative and operational tasks. The role calls for strong organization, multitasking, and customer service skills in a fast-paced environment. The company describes itself as a family business and an employee-owned company with a culture focused on continuous career growth.

Requirements

At least 3 years of office-environment experience preferred.
Previous administrative or office management experience preferred.
Proficiency in Microsoft Office, particularly advanced Excel functions, PowerPoint, and Outlook.
Strong organizational and time-management skills.
Professional demeanor and excellent communication and phone etiquette.
Friendly, customer-focused attitude.
Self-motivated, able to multitask, and adaptable in a fast-paced environment.
Willingness to learn and take initiative.

Nice To Haves

Construction or engineering industry experience is a plus, but not required.

Responsibilities

Submit permit applications to municipalities and follow up on their status.
Work with designers to address rejected permits and resubmit them.
Request required items, such as notices of commencement and contracts, from salespeople and designers.
Pay for approved permits and renew or extend expired or expiring permits.
Track permit status in the company database and monitor permitting email inboxes.
Arrange permit pickups from authorities having jurisdiction that do not offer online permitting.
Back up the assistant engineering administrator when needed, including printing approved permits, entering them into the company database, and routing them to the department.
Print materials for quality assurance review and send plans to internal and external customers as needed.
Scan and email invoices to the Vice President of Engineering.
Maintain NFPA booklets and incorporate changes.
Organize team-building events and annual design summits.
Renew out-of-state licenses and NICET certifications when needed.
Assist with travel arrangements.
Prepare engineer-of-record letters and send them by certified mail with return receipt.
Update the company database with authority-having-jurisdiction changes.
Email updated workers' compensation and general liability information to authorities having jurisdiction semiannually.
Renew the local business tax receipt annually.
Job-cost each receipt and submit them monthly.
Maintain the calendars of the Vice President of Engineering and Contract Design Manager as needed.

Benefits

Weekly pay.
Performance incentive pay (PIPs) based on work performed and branch or department.
401(k) plan with company match based on profits.
Medical, dental, vision, life, and disability insurance plans.
Paid time off and holidays.
Employee Assistance Program.
Some administrative positions offer flexible schedules and/or hybrid opportunities.
General Motors vehicle discount program for employees.
Home fire sprinkler system discounts.
Career advancement opportunities and promotion from within.
Training, including Wayne Academy.
State-of-the-art technology and tools.
Offsite company team-building and celebration events.
Employee ownership.