Administrative Assistant - Tampa, FL

Join Rimkus and unlock your potential with endless opportunities for growth, learning, and making a difference!

Rimkus () is a worldwide leader in Engineering and Technical Consulting. Rimkus experts specialize in building envelope, engineering, forensic consulting, dispute resolution, construction management services, and solutions built for the environment.

NOW IS THE TIME to join this growing and stable company! We offer our full-time employees a competitive salary, bonus opportunities and a full benefits package that includes medical, dental, vision, life, disability, employer-matching 401(k), and opportunities for advancement!

Overview

Supports the business group and/or specific operating department by performing clerical and administrative duties for office personnel. Prepares letters, emails, and spreadsheets. Maintains job files and business records, coordinates meetings and assists with special projects. Reviews other confidential client communications. Process and distribute incoming mail, greet visitors, answer phones, and route calls to office personnel. Provides specialized administrative support to the District Manager or department head. Works under general supervision in the performance of assigned tasks.

Essential Job Functions

Matter Specific Administration

• Prepares general correspondence and emails.
• Receives incoming matter assignments, addresses all elements of matter sheet, and inputs assignment into company systems with accuracy.
• Ensures timely review of invoices and submits to clients via email or client portal.
• Maintains matter-related and general office files per company directives (hard copies, electronic, archived, vendor files) and other files related to the company’s business.
• Depending on office size, may oversee evidence storage, evidence records, and process legal subpoenas.

General Office Administration

• Schedules and organizes activities such as meetings, and other activities for all members of the department or business group.
• Processes matters and check requests, and third-party invoices.

• Serves as a primary point of contact by answering and directing incoming calls to appropriate office personnel and assisting clients by responding to inquiries in a professional and timely manner.

• Works effectively with administrative staff and the broader office team to support office operations and ensure coordination of day-to-day activities.

• Works collaboratively with administrative team in other offices to provide back-up support, as needed.

• Maintains the functionality and professional appearance of the office by overseeing common areas and managing inventory of office supplies, snacks, and related items.
• May assist the District Manager and Business Development Manager with client collections.
• Adheres to directives as outlined in the Administrative Systems and Procedures Manual.
• Attends and participates in monthly region administrative conference calls.
• Performs other duties as assigned.

At Rimkus, we value a diverse and inclusive workplace where all employees feel valued and respected. We are committed to creating a work environment that supports and celebrates the unique perspectives and experiences of all employees. If you share our commitment to diversity and inclusivity and are excited about joining a welcoming and supportive team, we encourage you to apply for our open positions.

Rimkus is an Equal Employment Opportunity (EEO) Employer and will make all employment-related decisions without regard to race, color, religion, sex, sexual orientation, gender identity, genetic information, national origin, disability, or protected veteran status.

THIS JOB DESCRIPTION IS SUBJECT TO CHANGE AND DOES NOT CONSTITUTE A CONTRACT FOR EMPLOYMENT OR A GUARANTEE OF CONTINUED EMPLOYMENT.

Rimkus works with a limited number of approved recruiting partners. All agency submissions must be made through our designated submission process. Unsolicited resumes will not be recognized.

Requirements

Required Education and Certifications

• High school diploma with some college.
• Associate degree or higher desired.
• Minimum of 3 years’ experience in an administrative capacity.
• Experience in legal, construction, insurance industries a plus.

Required Skills and Abilities

• Must possess strong interpersonal and client service skills, with a demonstrated ability to communicate with professional tact and diplomacy and provide responsive, professional support in a fast-paced office environment.

• Must be able to handle sensitive and confidential information.
• Must be able to understand departmental operations and procedures.
• Must be able to interact and communicate with individuals at all levels of the organization.
• Must have working knowledge of a variety of computer software applications including word processing, spreadsheets, email, and presentation software (MSWord, Excel, Outlook, PowerPoint, and Teams), and other technical software and database (SharePoint, etc.) programs.
• Must possess good business writing, editing, and proofreading skills; work requires continual attention to detail, establishing priorities, and meeting deadlines.
• Must have the ability to read, analyze, and understand information and ideas presented in writing.
• Must be able to respond written or verbally to job-specific and general inquiries from management, peers, subordinates, clients, and external vendors.
• Must be able to produce and disseminate correspondence (i.e. emails, letters, etc.) as requested.

Physical Demands, Overtime, Language and Writing Skills, and Travel Requirements

Physical Demands - Work is performed primarily in an office setting. Employee is frequently required to stand, walk, sit, climb, bend, balance, stoop, kneel, crouch, talk, and hear. Employee may lift and/or move up to 25 pounds. Clear vision and depth perception are also necessary.

Overtime - This position is salaried with a non-exempt FLSA status. Regular working hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, with one hour for lunch. There will be periods where overtime will be required, which the employee will need to comply with in order to meet the demands of the position.

Language and Writing Skills - Must have ability to read, analyze, and understand information and ideas presented in writing. Able to respond written or verbally to job-specific and general inquiries from management, peers, subordinates, clients, and external vendors. Must be able to produce and disseminate correspondence (i.e. emails, letters, etc.) as requested.

Travel Requirements – Not expected for this position.

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k, IRA)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Short Term & Long Term Disability
• Training & Development