Administrative Assistant – TampaHalff Associates, Inc. is seeking an experienced Administrative Assistant for our Tampa, Florida office. The successful candidate will provide administrative and project management support and office related responsibilities for Team Leaders, Project Managers and technical staff.
Primary Responsibilities may include:
- Assist with the development of specifications, proposals, agreements, marketing projects, project submittal packages, and other contract documents.
- Assist Engineers and Project Managers with permit applications and coordinating with Client for signatures and submittal fees.
- Maintain project schedule and send project team reminders of deadlines and benchmarks.
- Make project submittals for permitting with local, state and federal agencies. Follow up with permitting agencies to ensure submittals were received and reviews are on schedule.
- Help coordinate with subconsultants with regards to agreements, invoicing, and work product for submittal.
- Create, organize and maintain project filing.
- Arrange and organize office meetings, events, and travel arrangements.
- Greet guests and assist answering the main phone line for the office.
- Office supply procurement.
- Assist with day-to-day office needs.
- Assist with the processing of outgoing invoices, employee expense statements, project set up, and other accounting tasks using Deltek Vision Project Accounting Software.
Requirements:
- Proficient in Microsoft Office Suite including Word, Excel and Outlook.
- Excellent organizational skills with the ability to prioritize workload and work on multiple projects to meet deadlines.
- Ability to interface with all levels of employees and management.
- Excellent verbal, written and interpersonal skills.
- Knowledge of accounting and invoicing processes for data entry, billing, accounts payable/receivable.
- Experience providing administrative support for an engineering, architectural or similar professional services firm is preferred
Company Overview:Halff is a mid-sized, employee-owned, diverse, and multi-disciplined professional services firm. For more than sixty-five years, Halff has provided smarter solutions in Texas and throughout the United States offering services in Architecture, Environmental, Geographical Information Services, Land and Site Development, Landscape Architecture and Planning, MEP Engineering, Oil and Gas, Process Management Tools, Public Works, Right of Way, Structural Engineering, Subsurface Utility Engineering/Utility Coordination, Surveying, Transportation, Visualization, and Water Resources.Halff has offices in two Arkansas cities: Little Rock, and North Little Rock, Oklahoma City, OK, Shreveport, LA, seven Florida cities: Chipley, Jacksonville, Miramar Beach, Panama City Beach, Tallahassee, Tampa, and Tavares, and fourteen Texas cities: Austin, Brownsville, Conroe, Corpus Christi, Dallas, Flower Mound, Fort Worth, Frisco, Houston, Midland, McAllen, Richardson, San Antonio, and Tyler.We offer excellent benefits including medical, dental, prescription, life insurance, long-term and short-term disability insurance, paid time off and holiday pay starting from day one of employment, Traditional and Roth 401(k) plans, Employee Stock Option Plan, Health Savings Account, 529 College Savings Plan, Flexible Spending, and an Employee Assistance Plan.Salary is competitive and commensurate with experience.
Halff Associates is an Equal Opportunity Employer, including disability and protected veteran status.
