44 Administrative Assistant II Jobs in Pensacola, FL
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Levin Papantonio Rafferty Proctor Buchanan OBrien
Pensacola, FL | Full Time
$91k-117k (estimate)
1 Month Ago
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Administrative Assistant II
$43k-54k (estimate)
Full Time | Business Services
1 Month Ago
Sorry! This job is no longer available. Please explore similar jobs listed on the left.
Southeastern Surveying and Mapping is Hiring an Administrative Assistant II Near Pensacola, FL
POSITION SUMMARY The Administrative Assistant is responsible for, but not limited to, answering all incoming calls, helping with research of projects, Attendance, Proposal Letter Review, Maintenance of records, opening all incoming mail, shipping all outgoing mail/packages, and Project Creation.
Essential Functions
2 | P a g e
The noise level in the work environment is usually moderate. Regular, consistent, and predictable attendance is an essential function of this job. Responsibilities occasionally may require an adjusted work schedule, overtime, and evening/weekend hours in order to meet deadlines for the business.
NOTE: This job description is not intended to be all-inclusive.
Essential Functions
- Responsible for answering all incoming calls professionally and routing them to appropriate personnel.
- Assisting with various administrative tasks, including copying, faxing, printing, taking notes, etc.
- Preparing the meeting/training room as needed and maintaining the supply room.
- May maintain a list of office supplies and equipment needed, order supplies, verify the delivery, and forward any invoice/packing slips to the A/P Manager of the Orlando office.
- Responsible for professionally greeting and assisting clients entering the premises, if necessary.
- Responsible for having adequate supplies for shipping with Fed-Ex, UPS, and other materials for the office.
- May assist administrative members with coordinating office events with management, Admin Team, and HR, as needed.
- May be responsible for coordinating office-wide meetings, i.e., staff meetings, insurance meetings, and 401(k) meetings.
- Check the general mailbox on the phone system for any messages a minimum of three times daily and deliver them to appropriate personnel.
- The checking account activity and petty cash may be updated to the controller as needed.
- May schedule any office maintenance with appropriate vendors when appropriate.
- Create field forms needed for the office and field staff when appropriate.
- May assist in maintaining Compliance Boards with the information provided by Human Resources, as directed.
- May initiate the application process and send papers to Human Resources in Orlando to begin hiring.
- May be responsible for distributing any information HR Orlando sends to the appropriate recipients.
- May be responsible for assisting the Human Resource Manager in processing all local paperwork for new hires, current employees, etc.
- May be responsible for orientation of new hires and sending documents to Human Resources in the Orlando Office.
- May keep daily attendance on HR Direct, providing the controller with a daily record and payroll recap.
- Creating Proposal Letters, Transmittals, and the Creation of Projects for your office/department, performing the necessary research, and recording the information as needed.
- Performing necessary research for the creation of Quotes and documenting the information.
- Preparation for the Job Packages as needed for the Field Crew/ Project Managers of each department involved.
- Archive project folders as needed per your department.
- Create Dig or Design tickets and coordinate with the locators as needed.
- Promote positive subcontractor relations by dealing professionally and fairly with all subcontractors and vendors, instilling this philosophy in the project team at all times.
2 | P a g e
- Assist the Project Manager(s) in all administrative phases and aspects of a project and support project management on projects and daily business needs.
- Receive, organize, and process all documents with clients.
- Prepare and assist with meetings for Project Manager(s), as needed.
- Follow up on collecting all non-received documents and escalate any issues to the PM.
- Assist clients with immediate needs and help employees with tasks related to customer requests.
- Maintain client relationships appropriately, reinforcing the Company's commitment to continuously address their needs and interests.
- Permitting with various entities, as necessary.
- Research records on a project basis and coordinate record requests, if necessary.
- The checking account activity and petty cash may be updated to the controller as needed.
- Provide support to ensure uninterrupted production during the absence of an administrative assistant.
- Keep track of unit maintenance and records.
- Work as a cohesive unit with the administrative team to ensure all tasks are completed, with minimal involvement from management.
- Employee may perform other related duties as negotiated to meet the organization's ongoing needs.
- Carry out other duties as assigned by management.
- High School Diploma, GED, or High School Equivalence Certificate.
- Associate degree preferred; three to four years administration experience and/or training; or equivalent combination of education and experience.
- Eligibility to become a Notary Public desired.
- Must be computer savvy using applications such as Microsoft Office, Windows PC, and Internet software.
- Speaks clearly and persuasively in positive or negative situations.
- Writes clearly and informatively.
- Inspires and motivates others to perform well; Inspires respect and trust; Displays passion and optimism.
- Must be organized and detail-oriented.
- Identifies and resolves problems promptly, Works well in group problem-solving situations.
- Able to deal with frequent changes, delays, or unexpected events.
- Works with the team; contributes to a positive team environment; welcomes feedback.
- Approaches others in a tactful manner; Reacts well under pressure; Accepts and adapts to frequent change.
- Works with integrity and acts ethically; supports the organization’s culture, goals, and values.
- Must occasionally lift and/or move up to 20 pounds.
- Regularly required to sit, talk, or listen.
- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate. Regular, consistent, and predictable attendance is an essential function of this job. Responsibilities occasionally may require an adjusted work schedule, overtime, and evening/weekend hours in order to meet deadlines for the business.
NOTE: This job description is not intended to be all-inclusive.
Job Summary
JOB TYPE
Full Time
INDUSTRY
Business Services
SALARY
$43k-54k (estimate)
POST DATE
05/17/2024
EXPIRATION DATE
06/01/2024
WEBSITE
southeasternsurveying.com
HEADQUARTERS
TAVARES, FL
SIZE
50 - 100
FOUNDED
1972
TYPE
Private
CEO
JENNINGS GRIFFIN
REVENUE
$10M - $50M
INDUSTRY
Business Services
Related Companies
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The job skills required for Administrative Assistant II include Microsoft Office, Problem Solving, Project Management, etc. Having related job skills and expertise will give you an advantage when applying to be an Administrative Assistant II. That makes you unique and can impact how much salary you can get paid. Below are job openings related to skills required by Administrative Assistant II. 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 Assistant II positions, which can be used as a reference in future career path planning. As an Administrative Assistant II, it can be promoted into senior positions as an Administrative Assistant III that are expected to handle more key tasks, people in this role will get a higher salary paid than an ordinary Administrative Assistant II. You can explore the career advancement for an Administrative Assistant II below and select your interested title to get hiring information.
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