Administrative Assistant

Department: Transportation

Employment Type: Full Time

Location: Orlando, FL

Reporting To: TJ Lallathin

Description

Provide confidential administrative assistance and project coordination to Alternative Delivery Market Sector Director. Prepares advanced and confidential time sensitive correspondence including letters, memoranda, and reports.  Familiar with a variety of the field's concepts, practices, and procedures.  Relies on experience and judgment to plan and accomplish goals with ability to work independently.   

Your Primary Responsibilities will include

Administrative

• Prepare audit packages and fee proposals when needed
• Assist with confidential market sector and divisional administrative support
• Manage and maintain leaders’ schedules
• Coordinate travel arrangements
• Screen incoming phone calls 
• Greet clients
• Monitor, maintain and order office supplies as needed
• Filing and other general office duties
• Prepare PCFs
• Coordinate group events including lunches
• Complete timesheets
• Expense Reports
• Help with license applications and renewals
• Facilitate correspondence of licenses, PDH’s, training, publications, etc.
• Clean/help rearrange offices as needed
• Prepare for new employees, organize work areas, order supplies, etc.

 
Project Coordination

• Assist with the initial project setup, ensuring that files, templates, tracking tools, and systems are established correctly. Ensure compliance with company Standard Operating Procedures (SOPs) for project setup and execution.
• Maintain project documentation, including contracts, supplemental agreements, scopes of work, meeting minutes, action items, change orders, and subconsultant agreements.
• Support the maintenance of project schedules, ensuring alignment with deadlines and deliverables.
• Manage distribution and submittal of shop drawings and RFI/Ms submitted by Contractor partners
• Support distribution and submittal of plan comments and responses

What you'll need

• Strong computer skills with advanced experience in Word, Excel, Outlook 
• Experience with Procore and FDOT’s Electronic Review Comment system is a plus
• Good writing and verbal communicative skills 
• Knowledge of internet research
• Position requires minimum of 40 hours a week with possibility of overtime
• Requires a high school diploma or its equivalent with at least 5 years of experience in the field or in a related area. 
• Valid driver’s license with approved/acceptable driving history required  
• Professional appearance and demeanor required at all times
• Understanding of confidentiality of the role

 

DRMP Offers

• Excellent compensation package
• Outstanding holiday and paid-time-off programs
• 401(k) Plan and Match 
• Career Path Development Program (Management & Technical Career Tracks)
• Mentorship Program
• Tuition Reimbursement
• Parental Leave
• Competitive health and dental insurance premiums 
• Variety of voluntary benefit options 
• Short-Term Disability/Long-Term Disability
• Company-furnished life insurance
• Employee Assistant Program (EAP)
• Flexible Spending Account
• and More

DRMP is a Drug and Alcohol Free workplace, an Equal Employment Opportunity employer and E-Verify employer.