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Office Administrator

4 months ago

Jacksonville, United States ERS Engineering, Inc. Full time
Job DescriptionJob Description

Basic Skills:

  • Administrative and Clerical support.
  • Act as a key liaison between management, shareholders, and regulatory authorities.
  • Discretion and ability to handle confidential information with integrity.
  • Knowledge of corporate governance principles and best practices with a strong understanding of legal and regulatory requirements related to corporations.
  • Problem-solving skills and ability to think critically and creatively to resolve complex issues. Experience in research, analysis, and troubleshooting within a technical and or operational environment.
  • Capable of navigating and utilizing programs such as: Microsoft Word, Excel, Outlook, QuickBooks, and corporate governance software.
  • Ability to work independently as well as collaboratively within a team environment.
  • Book Keeping and Data Entry Skills with the ability to collect, organize, and articulate significant amounts of information with attention to detail and accuracy.
  • Exceptional organizational and time-management skills, with the ability to prioritize tasks and meet deadlines.
  • Is flexible and adaptable with sudden project changes and deadlines
  • Excellent written and verbal communication skills, with the ability to interact effectively with management.

Job Duties:

  • Communication Liaison: Serve as the primary point of contact for internal and external communications, including receiving and directing inquiries.
  • Scheduling: Coordinating appointments, meetings, and travel arrangements for office staff.
  • Answering Phone Calls: Handling incoming calls, taking messages, and redirecting calls to appropriate personnel, coordinate meetings, appointments, projects.
  • Managing Correspondence: Sorting and distributing mail, drafting emails, letters, reports, and memos.
  • HR Support: Coordinate HR functions such as employee onboarding and maintaining employee records.
  • Bookkeeping: Processing expenses, invoices, purchase orders, and maintain and update records both physical and electronic; ensuring accuracy and confidentiality. Organizing files, ensuring information is accurate and accessible. Ensure that corporate records, including corporate books, corporate policies, bylaws, licensure, bills, invoices, company registration, and statutory registers are properly updated, documented, and filed accordingly.
  • Data Entry: Inputting and maintaining company databases and spreadsheets.
  • Document Management: Maintain, draft, finalize, and update engineering documents, drawings, and project files. Ensure documentation is accurate, organized, and accessible to team members as needed. Drafting and formatting contracts, invoices, reports, presentations, spreadsheets, and other documents as needed. Organize and prepare agendas, documents, and papers for project team as well as internal company administrative needs.
  • Office Operations Management: Ensure efficient operation of the office by overseeing facilities maintenance, equipment maintenance, and office supplies inventory.
  • Basic Support: Provide basic technical support for office equipment and software applications used, troubleshooting minor technical issues, coordinating with IT support for more complex problems.
  • Supporting Team Members: Providing administrative support to other staff members, as required.
  • Project Coordination: Assist with projects or events by organizing and coordinating project-related activities, such as meetings, site visits, and document management. Track project timelines and milestones to ensure deadlines are met. Some tasks include drafting and finalizing documents, recording accurate meeting minutes, and distributing them to participants, reviewing contracts, invoicing, expense tracking, and project package shipments.
  • Provide Great Customer Service, via email, phone or in person.
  • Handling Office Supplies: Monitoring inventory, ordering supplies, and equipment maintenance. Keep track and detailed logs and photos of new equipment, warranties, as well as customer service coordination.
  • Managing Social Media: Updating and monitoring social media accounts if required.
  • Compliance: Adhering to company policies and procedures, maintaining confidentiality and ensure compliance is within company standards. Maintain compliance for the company within project contracts, new employee hires, Insurance Policy Renewals, Professional Licenses Applications and Renewals, Business License Application and Renewals. Assist with the drafting and filing of corporate documents, such as annual reports, regulatory filings, and corporate resolutions. Monitor changes in relevant laws and regulations affecting the organization and advise management and the Professional Boards on compliance implications.
Company DescriptionERS Engineering Inc., an Engineering/Consulting firm located in Jacksonville, FL, has been in operation for 25+ years. Having grown into a multi-disciplined company, we specialize in building long-term client relationships while providing comprehensive Electrical, Mechanical, Plumbing, and Fire Protection Engineering Services.
Our expertise comes from our collective experience and joined efforts with other masters of like fields. We believe that developing strong relationships with business partners, employees, and clients yields personal satisfaction as well as business success.Company DescriptionERS Engineering Inc., an Engineering/Consulting firm located in Jacksonville, FL, has been in operation for 25+ years. Having grown into a multi-disciplined company, we specialize in building long-term client relationships while providing comprehensive Electrical, Mechanical, Plumbing, and Fire Protection Engineering Services. \r
Our expertise comes from our collective experience and joined efforts with other masters of like fields. We believe that developing strong relationships with business partners, employees, and clients yields personal satisfaction as well as business success.