Administrative Assistant

1 Month ago • All levels

Job Summary

Job Description

The Administrative Assistant supports the department through administrative functions, ensuring project efficiency and success. Key responsibilities include drafting and formatting documents, managing billing and invoicing, interpreting contracts, filing project documentation, scheduling inspections, handling client communication, and maintaining professional communication standards. The ideal candidate should be detail-oriented, dependable, and thrive in a collaborative yet fast-paced environment.
Must have:
  • Valid Florida Driver’s License with acceptable record
  • Pass background screening
  • Ability to interpret documents
  • Proficient in basic math
  • Ability to follow instructions
  • Basic computer literacy
Good to have:
  • High school diploma or GED
  • Prior administrative experience
  • Familiarity with Microsoft Office
  • Excellent written and verbal skills
  • Strong organizational skills
  • Proficiency in grammar and spelling
  • Reliable attendance
  • Experience in A/E/C firm

Job Details


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.

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.

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.

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.

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About The Company

We ve been in the staffing business for over 10 years because we receive great satisfaction helping both companies and job candidates find their perfect match. Meet our team Life at Kavaliro We take culture seriously and believe true strength comes from a collaborative and open-minded environment where everyone is supported and empowered to succeed. Learn more Careers at Kavaliro If you want to always have your finger on the pulse of the latest and newest trends in staffing and recruiting, join the Kavaliro team! See internal opportunities Career Advice We offer guidance on resume revisions, clarifying your career objectives, and other advice to help you land your dream job. Visit our blog

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