Administrative Assistant

Company: Burns Engineering, Inc.
Location: Orlando
Posted on: May 15, 2022

Job Description:

About Burns
Burns is a nationally respected provider of specialized engineering services, bringing highly technical, sought-after engineering expertise to complex transportation and critical infrastructure projects.
For more than 50 years, we have built our reputation on outstanding client service. Ranked a Top Workplace and ENR Top 500 Design Firm, we are personally invested in helping our clients achieve their goals, sharing in their passions, and successfully guiding them through the challenges of complex projects using our no surprises Burns Unique Client Experience.

We are seeking an Administrative Assistant to join our team in Orlando, FL.

SUMMARY
The Senior Administrative Assistant provides principal secretarial support to the Group Lead and assigned group staff of that individual. Maintains a close and highly responsive relationship with the Group Lead and staff. Works fairly independently, receiving a minimum of detailed supervision and guidance. Uses greater judgment and initiative to determine the approach or action to take in non-routine situations. Interprets and adapts guidelines, including unwritten policies, precedents, and practices.

ESSENTIAL DUTIES & RESPONSIBILITIES
Client Services
Schedules tentative appointments without prior clearance
Screens telephone calls, visitors, and incoming correspondence
Personally responds to requests for information concerning office procedures, determines which request should be handles by the supervisor, appropriate staff member, or other offices
Assists management in maintaining orderly correspondence and technical document files
Provides back-up support for the receptionist, including relief for breaks, lunch and days off.
Provides support to other administrative staff as needed.
Establishes and maintains office files
Assists department and/or project managers with the correspondence and communications required administering projects and serving clients
Assembles typed documents into orderly packages and assists management in distribution and mailings as needed.
Assist in the retrieval of archived boxes from off-site storage as necessary.
Assists with other clerical duties as necessary
Maintain calendar of group personnel attendance, events, deadlines, etc.

Project Management
May prepare and sign routine, non-technical correspondence in own or supervisor's nature
Refers non-routine requests to supervisor or staff
Assists with quality assurance and quality control measure through cooperation with the QA/QC Coordinator, Group Leaders and Project Managers
Update, organize and manage construction phase documentation including shop drawings and RFI's
Update and organize project budgets
Update, organize and manage meeting minutes with action items and important deadlines
Edit technical specifications, design reports and other project related documents
Update, organize and manage pertinent project correspondence to ensure documents are executed and delivered in a timely manner
Create and maintain project information sheets and QA/QC sheets and submit to accounting.

Marketing/Business Development
Makes arrangement for conferences and meeting and assembles established background materials as directed; collects information for routine inquiries or periodic reports
Assists project team, Group Leaders and marketing team in proposal preparation such as; writing editor and coordination with production
Assists with promotional campaigns such as open houses and client mailings

Human Resources
Assists HR department in the scheduling of performance reviews
Assist HR department with the on-boarding process of new hires in the organization
Assist with Burns' newsletter writing and drafting
Update, organize, and manage protocol for security identification badges at all client-based airports for Burns' employees as well as clients
Assists with company morale events such as company picnics, holiday toast, holiday party, etc.

EDUCATION & EXPERIENCE
Associate's degree (A.A.) or equivalent from two-year college or technical school; or 5+ years of related experience and/or training; or equivalent combination of education and experience.

Keywords: Burns Engineering, Inc., Orlando , Administrative Assistant, Administration, Clerical , Orlando, Florida