Administrative Assistant

Dewberry is seeking an Administrative Assisatnt for our Lakeland, FL office, who is energetic, organized, and detail-oriented. The successful candidate will support the office as well as professional and technical team. Must exercise initiative, judgment, and knowledge of company practices, policies and organization.

Dewberry is a leading, market-facing professional services firm with more than 50 locations and 2,000 professionals nationwide. What sets us apart from our competitors are our people. At Dewberry, we seek out exceptional talent and strive to deliver the highest quality of services to our clients. Whether you’re an experienced professional or a new graduate, you’ll have the chance to collaborate with the best and brightest and work on innovative and complex projects at the forefront of the industry. Our commitment to excellence stems from our personal integrity and from other defining attributes, which we call “Dewberry at Work,” that have inspired our employees to be successful for more than a half-century.

Responsibilities

• Manage inventory of office equipment and supplies including review inventory spread sheet weekly. Order new supplies as necessary.
• Learn P2P and do all ordering of supplies and purchase orders for all Subconsultants.
• Ensure all production equipment is stocked with back up supplies and in good working order.
• Check break room frequently and ensure facilities are in clean and in good working order
• Manage daily logistics of the office.
• Provide necessary administrative support to project managers and technical teams. Produce reports and make deliverables as needed
• Assist Project Manager Deputy (PMD) with sending out invoices, managing contract documents and processing project reports.
• Create and/or prepare spreadsheets, memos, letters, and reports for projects
• Manage staff meetings and staff events for community engagement
• Coordinate meetings and events for projects.
• Prepare materials for meetings (agendas, presentations, documents, notes).
• Printing, copying, and scanning when required.
• Manage shipping & couriers.
• Coordinate and mange office improvements and/or repairs
• Check daily correspondence
• Assist in tracking AR and payments.
• Track office assets and inventory
• Archive projects/documents, as needed.
• Track equipment maintenance.
• Support onboarding of new staff and assist with new hire paperwork as necessary.
• Handle sensitive information with complete discretion.
• Manage travel for Business Unit Manager and senior managers, including submitting and tracking expense reimbursement.
• Respond to and communicate with clients via phone, email, letter, and in-person.
• Schedule meetings and keep organized. Schedule food and beverage services during meetings. Set up Teams meetings and send reminders.
• Take interest in and participate in key company initiatives.
• Other duties as assigned.

Required Skills & Required Experience

• Bachelor’s degree or equivalent experience required, Master’s degree preferred.
• 2+ years of experience in the field or in a related area preferred.
• Strong proficiency with Microsoft Word, Excel, PowerPoint, Outlook, and Adobe Acrobat.
• Notary in Florida preferred, or ability to obtain notary within 6 months.
• Interest in learning about the civil/environmental engineering industry, which will allow for growth potential.
• Must have a strong work ethic, excellent time management skills and proactive mindset.
• Ability to work independently while following instructions and pre-established guidelines to perform the functions of the job.
• At this time, Dewberry will not sponsor a new applicant for work authorization.
• Dewberry is an Equal Opportunity/ Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, gender identity or sexual orientation.
• Only recipients of an offer of employment from Dewberry, will be required to submit to a background screening which may include, but is not limited to, employment verification, educational and other credential verification, driving record check, criminal background check, and an investigative consumer report. These screenings will be conducted by Dewberry’s background vendor of choice and will be conducted in compliance with all applicable federal, state, and local law.