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Administrative Manager
NV5 Tampa, FL
Other | Business Services 6 Months Ago
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NV5 is Hiring an Administrative Manager Near Tampa, FL

Overview

NV5 is a provider of engineering and consulting services to public and private sector clients, delivering solutions through six business verticals: Testing, Inspection & Consulting; Infrastructure; Utility Services; Environmental Health Sciences; Buildings & Program Management; and Geospatial Technology. With offices nationwide and abroad, NV5 helps clients plan, design, build, test, certify, and operate projects that improve the communities where we live and work.

As engineers, architects, construction/program managers, environmental professionals and beyond, we play a significant role in shaping our communities through the services we provide. We are looking for passionate, driven individuals to join our team focused on Delivering Solutions and Improving Lives.

Responsibilities

  • Supervising administrative and project-accounting staff.
  • Recruiting and selecting new administrative staff members.
  • Planning, organizing, and communicating administrative and project-accounting work assignments.
  • Ensuring that front-line staff are adequately monitoring client work assignment requests from email and phone lines and responding in a timely manner.
  • Coordinating work schedules for administrative staff.
  • Evaluating administrative staff work performance and recommending personnel actions, including discipline and promotions.
  • Investigating and addressing administrative personnel problems.
  • Working with Service Line and Technical Leaders, as well as Administrative staff to make sure that workflow is being adequately managed using TeamWork.
  • Ensuring that administrative and office staff have the necessary equipment and supplies.
  • Evaluating and planning space requirements to accommodate office needs and growth.
  • Coordinating with Marketing and Business Development staff on claims volume and ensuring Service Line Agreements are implemented.

Oversee HR functions by:

  • Processing new hires through HR and payroll departments, including initial employee training and data entry into Deltek Vision.
  • Maintaining employee records, including vacation schedules, sick leave, etc. (if needed).
  • Maintaining business license and registrations, as well as professional licenses for technical staff, including timely renewals (coordinated with legal department).
  • Working with Service Line Leaders and Technical Leaders to coordinate interviews for field and office technical staff.
  • Communicating changes in office and company policy and procedures to all staff.
  • Developing and maintaining procedures manuals for branch office functions.

Assist Project Staff by:

  • Reviewing new client and project information for entry into Deltek Vision.
  • Collecting signed proposals/agreements for entry into Deltek/Vision.
  • Submitting certificates of insurance and W9 forms to clients.
  • Working with project managers to ensure Vendors are compliant with company/project insurance requirements, lien waivers and required reporting documentation.
  • Collecting certificates of insurance and W9 forms from vendors.
  • Setting up and maintaining paper and digital filing systems for projects (if needed).
  • Working with project-accounting and administrative staff to provide necessary invoicing and reporting data to project managers.
  • Compiling and preparing reports needed for project managers, when requested.

Support Service Line accounting functions by:

  • Overseeing project-accounting staff and working with project staff to complete billing submission to clients.
  • Reviewing aging reports (AR and Unbilled) and provide status updates to COO and Service Line Leaders.
  • Working with Service Line Leaders and project staff to collect outstanding balances.
  • Obtaining approval of AP invoices from project staff and Service Line Leaders.
  • Entering AP documents into Deltek Vision for payment and verifying that all invoices from vendors and subcontractors are paid in a timely manner.
  • Sending communications related to AR and AP to clients and Vendors, respectively.
  • Working with Service Line Leaders to provide appropriate information to financial management staff for preparing budgets and providing monthly budget/forecast reporting.

Qualifications

  • A minimum of 3 years of experience in the engineering or architectural services industry
  • Job costing experience
  • Proficient in Microsoft applications (i.e. Excel, Word) and accounting software
  • Experience with Deltek Vision software a plus
  • Experience with TeamWork software a plus
  • Able to work well as a team player
  • Strong communication & organizational skills, w/ an attention to detail & commitment to follow- through
  • Strong interpersonal skills
  • Must possess professional verbal and written communication skills
  • Able to follow directions from others

NV5 offers a competitive compensation and benefits package including medical, dental, life insurance, PTO, 401(k) and professional development/advancement opportunities.

NV5 provides equal employment opportunities (EEO) to all applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. NV5 complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Job Summary

JOB TYPE

Other

INDUSTRY

Business Services

POST DATE

09/17/2022

EXPIRATION DATE

12/12/2022

WEBSITE

nv5.com

HEADQUARTERS

HOLLYWOOD, FL

SIZE

3,000 - 7,500

FOUNDED

1947

TYPE

Public

CEO

DICKERSON WRIGHT

REVENUE

$500M - $1B

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About NV5

NV5 Holdings Provides professional and technical engineering and consulting solutions.

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The job skills required for Administrative Manager include Accounting, Planning, Life Insurance, Written Communication, Attention to Detail, Organizational Skills, etc. Having related job skills and expertise will give you an advantage when applying to be an Administrative Manager. That makes you unique and can impact how much salary you can get paid. Below are job openings related to skills required by Administrative Manager. Select any job title you are interested in and start to search job requirements.

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The following is the career advancement route for Administrative Manager positions, which can be used as a reference in future career path planning. As an Administrative Manager, it can be promoted into senior positions as an Administrative Director that are expected to handle more key tasks, people in this role will get a higher salary paid than an ordinary Administrative Manager. You can explore the career advancement for an Administrative Manager below and select your interested title to get hiring information.

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If you are interested in becoming an administrative manager, you need to understand the job requirements and the detailed related responsibilities. Of course, a good educational background and an applicable major will also help in job hunting. Below are some tips on how to become an administrative manager for your reference.

Step 1: Understand the job description and responsibilities of an Accountant.

Quotes from people on administrative manager job description and responsibilities

Performs administrative and office duties related to departmental management policies and general business operations.

01/19/2022: Yakima, WA

The Administrative Manager‘s primary responsibilities are to control sensitive and confidential documentation pertaining to the Department and coordinate that documentation with Management and the VP.

04/08/2022: Los Angeles, CA

The primary focus of the Administrative Manager will be to manage and support a team focused on office management, facility maintenance and security.

02/28/2022: Middlesex, NJ

Direct supervision of billing, accounting and administrative personnel -Preparation and reconciliation of bank deposits and monthly statements.

03/02/2022: Chicago, IL

administrative manager are professionals who are responsible for performing administrative and clerical tasks for a specific department within an organization.

04/01/2022: Albany, NY

Step 2: Knowing the best tips for becoming an Accountant can help you explore the needs of the position and prepare for the job-related knowledge well ahead of time.

Career tips from people on administrative manager jobs

See the full list of Administrative Manager skills.

01/27/2022: Pittsfield, MA

Develop the Necessary Experience.

03/02/2022: Milwaukee, WI

Apply for an Appropriate Position.

03/05/2022: Fayetteville, NC

Administrative jobs of all kinds require strong organizational skills to juggle many tasks.

02/17/2022: Los Angeles, CA

Knowledge of standard office administrative practices and procedures.

03/22/2022: Las Vegas, NV

Step 3: View the best colleges and universities for administrative manager.

Butler University
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Providence College
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