What are the responsibilities and job description for the Administrative Assistant position at DOP Engineering?
About the Company
DOP Engineering is a leading integrated, delegate engineering firm proudly serving the greater Fort Lauderdale and South Florida area. With a strong commitment to excellence, we specialize in a range of services, including structural engineering, inspections, and various types of engineering design. Certified in Florida and 14 other states, we are dedicated to delivering innovative, high-quality solutions to meet the diverse needs of our clients.
About the Role
The Administrative Assistant will be responsible for managing front-desk operations and providing essential support to ensure smooth daily operations. This role requires professionalism, strong organizational skills, and a customer-focused attitude.
Responsibilities
- Handle and coordinate active calendars
- Assist principals with clerical tasks, including data entry, customer service, bookkeeping, marketing, and licensing
- Collaborate with the Project Manager to address client, project, and deliverable-related concerns in a timely manner
- Ensure timely delivery of final documents to clients, including overseeing project printing and coordinating deliveries
- Maintain inventory of office supplies and oversee ordering and restocking
- Work with the General Manager to ensure office equipment is well-maintained and arrange for repairs when necessary
- Draft and send professional emails to clients, ensuring clear and effective communication
- Assist with payroll through international platforms and ADP, ensuring the accurate and timely issuance and delivery of employee paychecks
- Ensure the office is compliant with local regulations, including managing insurance, tax certifications, and audits
- Follow and enforce company guidelines, procedures, and best practices for consistent operations
- Create and update comprehensive written procedures and forms as required
- Oversee office procedures, including managing correspondence and maintaining an organized filing system
- Schedule and confirm meetings
- Provide ad hoc support around office as needed
Qualifications
- High school diploma or equivalent required; additional administrative training or related experience preferred
Required Skills
- Strong interpersonal, customer service and communication skills
- Proficient in Microsoft Office suite
- Fluency in English at a native level or a minimum of C1 is required
- Strong knowledge of QuickBooks
- Exceptional organizational and multitasking abilities
- Knowledge of using CRM systems
Preferred Skills
- Fluency in Spanish
Benefits:
- 401(k)
- Dental insurance
- Paid time off
- Vision insurance
Join our team and contribute to the success of a firm that values professionalism, integrity, and the pursuit of engineering excellence.