Administrative Assistant
Poe Engineering, Inc. is a growing, small Structural Engineering Firm that has gained high respect in its field. We are seeking an energetic, highly organized and detail-minded individual with exceptional communicative skills to manage the office work and scheduling of appointments for our Structural Engineers in our Memphis Office. This person would work as a liaison between the staff and customers and must have the ability to multi-task. Administrative Assistant experience in the engineering or construction industry would be a preferable.
Job Responsibilities:
- Provides administrative support to ensure efficient operation of office.
- Answers & directs incoming phone calls in a polite and courteous manner.
- Professionally answers incoming requests (phone & internet) for potential inspections and design projects, obtaining all critical information needed.
- Works with scheduling software to schedule, cancel or make changes to appointments for all staff, making sure all information is accurate and detailed.
- Works with mapping software to determine scheduling times.
- Email or texts reminders to customers or clients when appropriate.
- Creates code enforcement letters from engineers' inspections, which includes gathering information from contractors or individuals.
- Creates estimates and invoices and takes payments in Quickbooks software.
- Makes sure payments are made prior to reports being sent, including calling customers for calling on past due accounts.
- Makes online and sometimes in person deposits to bank.
- Carries out administrative duties such as filing, typing, copying, scanning etc.
- Supports team by performing tasks related to organization and strong communication.
- Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories.
- Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.
- Contributes to team effort by accomplishing related results as needed.
Work Hours & Benefits
- 40 Hour Work Week – 8 am-5 pm Monday thru Friday
- Competitive Salary
- Eight (8) Paid Holidays Per Year
- 2 Weeks Paid vacation after 1st year.
- Health Insurance Reimbursement up to $500 per month.
- Long & Short-Term Disability Insurance
- Life Insurance
- Accidental Death & Dismemberment Insurance
- Employer Retirement Contribution
- Quarterly Bonus Eligibility
Skills and Qualifications:
- Excellent Verbal & Written Communication Skills
- Attention to Detail & Accuracy of Work
- Microsoft Office Skills/Computer Savvy
- Trustworthy
- Organization
- Analyzing Information
- Professionalism
- Problem Solving
- Supply Management
Education and Experience Requirements
- High school diploma or equivalent education required
- Administrative Assistant or equivalent experience, preferably in engineering or construction field.
- Working knowledge of appropriate software including: Quickbooks, Microsoft Word, Excel & Mapping Software
- Valid driver’s license and current automobile insurance
Job Type: Full-time
Pay: $18.00 - $27.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Education:
- High school or equivalent (Required)
Experience:
- Office Support: 2 years (Required)
Work Location: In person
