Location: Hybrid (Florida)
Job Type: Full-Time
Job Description
We are seeking an Administrative Assistant / Office Administrator to support daily office operations and assist the engineering team with administrative and accounting-related tasks. This role plays a key part in ensuring efficient workflows and supporting the company’s administrative, financial, and compliance functions.
The ideal candidate is organized, proactive, and detail-oriented, with the ability to work in a fast-paced engineering consulting environment. This position requires someone who can effectively manage administrative processes, financial documentation, and corporate registrations across multiple states.
Responsibilities
- Provide general administrative support to the engineering and management teams.
- Assist with basic accounting tasks, including invoice preparation, expense tracking, and organizing financial documentation.
- Coordinate with external accountants by gathering and preparing documentation required for bookkeeping and tax purposes.
- Maintain and organize company records, contracts, and project documentation.
- Assist with corporate registrations and compliance requirements across multiple states.
- Support the preparation and maintenance of company certifications and quality management systems, such as ISO 9001 or similar standards.
- Manage schedules, meetings, and internal communications.
- Assist with the preparation and formatting of reports, proposals, and technical documents.
- Coordinate travel arrangements and meeting logistics when required.
Requirements
- Associate’s or Bachelor’s degree in Business Administration, Accounting, Office Management, or a related field preferred.
- 2+ years of experience in administrative support, accounting support, or office management roles.
- Basic understanding of accounting and invoicing processes.
- Proficiency in Microsoft Office (Word, Excel, Outlook).
- Strong organizational and time-management skills.
- Excellent written and verbal communication skills.
- Ability to manage multiple tasks and priorities efficiently.
- Fluency in both Spanish and English is preferred.
Benefits
- Hybrid work flexibility
- Paid vacation
- Opportunity to work with a diverse and multicultural team
- Involvement in exciting and technically challenging infrastructure projects
