Administrative Assistant

1 week ago

Miami, United States Careerxchange Full time
Job DescriptionJob DescriptionAbout the Role:
We are on the lookout for an Administrative Assistant who is not only highly organized and detail-oriented but also eager to contribute to the seamless operation of our client’s dynamic team. This pivotal role entails comprehensive support across various departments, ensuring that project-related tasks are executed flawlessly.
About Our Client:
Our client stands at the forefront of delivering exemplary services at competitive prices. With a relentless pursuit of excellence and a keen focus on the finer details, they are dedicated to being industry leaders in providing top-tier service and meticulous attention to every project.Core Responsibilities:
  • Craft and dispatch Requests for Quotation (RFQs) to vendors.
  • Regularly update the RFQ directory and the 'PO Info' Excel sheet.
  • Generate Purchase Orders (POs) within QuickBooks.
  • Keep RFQ and PO folders well-organized on the shared drive.
  • Ensure continuous updates across all pertinent folders
  • Handle Invitations to Bid (ITB) from Estimators or General Contractors (GC).
  • Create and maintain bid folders, ensuring all documentation is current.
  • Compile and update vendor bid quotes.
  • Refresh project pages in the Work Control Document following bid awards.
  • Initiate electrical and fire alarm permits as directed by Project Managers or the President.
  • Keep track of permit details, including fees and numbers.
  • Update project pages in the Work Control Document as needed.
  • Collect time sheets from field employees via email weekly.
  • Update and relay the Time Sheets document to the Accounting department.
  • Print, scan, and save timesheets in the Accounting Folder.
  • Systematically organize and file time sheets in a designated binder, ensuring monthly order.
  • Verify and record overtime hours accurately.
Qualifications:
  • A track record in administrative support or project coordination roles is highly desirable.
  • Proficient in Microsoft Office Suite, with a strong emphasis on Excel and QuickBooks.
  • Exceptional organizational and time management skills.
  • A keen eye for detail and a commitment to accuracy.
  • Capable of multitasking and prioritizing effectively under tight deadlines.
  • Excellent communication skills, both in writing and verbally. (English and Spanish preferred)
  • A collaborative team player who can also thrive independently.
  • Adaptable and flexible, with the ability to navigate changing priorities and deadlines.
Why Join Us?By joining our client’s team, you will be part of a dynamic and supportive environment that not only recognizes but also rewards hard work and dedication. You'll have the opportunity to grow professionally while contributing to projects that truly make a difference. Our client is committed to fostering a culture of development and offers a competitive package to its employees.Interested candidates are encouraged to apply and become a key part of our client’s success story.

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