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 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 #J-18808-Ljbffr