Administrative Assistant

Administrative Assistant
The Administrative Assistant plays a vital role in supporting the department through a range of administrative functions that contribute to the efficiency and success of projects. The ideal candidate is dependable, detail-oriented, and thrives in a collaborative yet fast-paced environment.

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Key Responsibilities
• Draft, format, and organize professional correspondence, reports, and project documents with precision and attention to detail.
• Accurately manage billing and invoicing data, ensuring all financial records are complete, organized, and compliant.
• Interpret and process contracts, invoices, and project documentation in alignment with company policies and safety procedures.
• Complete and electronically file project documentation in the document management system upon project completion.
• Schedule building inspectors and assist in the permit processing workflow.
• Handle incoming phone calls and emails from clients, municipalities, inspectors, and internal personnel with professionalism and excellent customer service.
• Respond promptly and courteously to client inquiries, providing assistance with clarity.
• Maintain high standards of phone etiquette and communication.
• Operate a personal computer efficiently, typing at least 50 words per minute, and manage digital filing systems.
• Collaborate with team members to achieve department goals and deliver on project timelines.
• Perform reliably under pressure as an effective multitasker and team player.
• Other duties as assigned.

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Requirements
• Valid Florida Driver’s License with an acceptable driving record.
• Must pass a background screening in accordance with Florida’s Jessica Lunsford Act.
• Ability to read and interpret documents such as safety rules, maintenance instructions, and procedure manuals.
• Proficient in basic math: add, subtract, multiply, and divide in all units of measure.
• Ability to follow instructions provided in written, oral, or diagram form.
• Basic computer literacy including the ability to operate a laptop and send/receive emails.

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Preferred Qualifications
• High school diploma or GED.
• Prior administrative experience, especially in billing or collections.
• Familiarity with Microsoft Office and document management systems.
• Excellent written and verbal communication skills.
• Strong organizational skills and high attention to detail.
• Ability to prioritize tasks and manage multiple responsibilities effectively.
• Proficiency in grammar, spelling, and formatting in professional documents.
• Reliable attendance and punctuality.
• Previous experience in an A/E/C (Architecture/Engineering/Construction) firm.

Kavaliro provides Equal Employment Opportunities to all employees and applicants. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. Kavaliro is committed to the full inclusion of all qualified individuals. In keeping with our commitment, Kavaliro will take the steps to assure that people with disabilities are provided reasonable accommodations. Accordingly, if reasonable accommodation is required to fully participate in the job application or interview process, to perform the essential functions of the position, and/or to receive all other benefits and privileges of employment, please respond to this posting to connect with a company representative.