Administrative Specialist

Quest Corporation of America, Inc.

10d•Hybrid

About The Position

Quest Corporation of America, Inc. (Quest) is seeking an organized, self-motivated, Administrative Specialist able to support community outreach activities to join our Statewide Tollway Services division. Selected candidate must have 5 years of experience serving as an administrative assistant supporting transportation agencies, state agencies or local governments. Able to work independently and display a high-level of organization, resourcefulness, verbal and written communications skills and solution-oriented thinking in supporting communications teams on large-scale roadway and expressway projects. This is a hybrid position; candidate must work well remotely and also be willing to attend meetings at agencies and in the community, as well as occasionally support evening and weekend meetings and events. The candidate must reside in one of the following counties: Lake, Orange, Osceola or Seminole.

Requirements

High school graduate or equivalent; subsequent education or training considered a plus.
Must be able to manage multiple tasks/projects, establish priorities and meet deadlines.
Must have 5 years of experience in administrative or office operations including document production and management, managing meeting schedules and making appointments, vendor coordination.
Demonstrated experience supporting transportation, infrastructure, or public-sector projects.
Excellent written and verbal skills.
Ability to perform responsibilities with a significant degree of independence, initiative, creativity, and expert judgement.
Deadline and detail oriented.

Nice To Haves

Bilingual, multi-lingual considered a plus.
Transportation knowledge / government background.
Must be adaptable to changing conditions and priorities.
Highly organized, detail-oriented, self-motivated, reliable, and able to multi-task

Responsibilities

Provide administrative support and other assistance to communications professionals implementing Public Engagement and Community Awareness Plans on transportation improvement projects.
Must be responsive, readily available and able to effectively meet deadlines on assigned tasks.
Advanced proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook, etc.)
Must be highly efficient at database management. Responsible for updating and otherwise managing all project databases.
Able to quickly learn new task processes, online systems to be able to accomplish tasks.
Pull and provide media clips on agency projects.
Monitor project and agency emails and coordinate with team members to support responses.
Support team members with project management tasks including the use of Monday.com
Process staff requests to pull accident reports on projects from various law enforcement agencies.
Research officials and other stakeholder information to help compile project stakeholder lists.
Compile meeting minutes, summaries and other documentation. Ability to transcribe meeting notes and recordings.
Coordinate with mailing houses to support mass mailings for project notifications.
Manage administrative documents for the communications team including weekly agendas, monthly outreach and other reports. Includes distributing such reports to the appropriate parties on time.
Support administrative and other tasks needed to help team members conduct public meetings (in person and/or virtual), community-sponsored events or special events celebrating project milestones.
Employ high-quality writing and QA/QC skills in supporting project communications.
Monitor project hotlines and/or emails in support of communications team members.
Provide notary services.
Customer-service focus required.
Able to work in a constantly evolving, confidential environment.
Able to travel by use of a vehicle to multiple locations in Central Florida, and occasionally to the corporate office in Tampa. Must have reliable transportation.
Comfortable working in the field, attending evening meetings or weekend events, and supporting urgent issues as needed.