Administrative Assistant at Weston & Sampson in Fort Myers, Florida

Job Description:

Administrative Assistant

US-FL-Fort Myers

Job ID: 2024-3110
Type: Regular Full-Time
# of Openings: 1
Category: Administrative/Clerical
Weston & Sampson Engineers

Overview

Weston & Sampson is an 100% employee-owned, full-service environmental and infrastructure consulting firm made up of more than 800 professionals, who work together to develop innovative, cost-effective solutions for our clients. Since our founding in 1899, Weston & Sampson’s mission has been to protect, improve, and sustain the natural and built environment to enhance the quality of life. As we grow, we are seeking dedicated technical and professional individuals who want to collaborate on meaningful projects with a team that respects and values their ideas. Weston & Sampson offers a flexible work environment, competitive compensation, industry-leading benefits, and exciting career growth opportunities—all in a supportive and dynamic corporate culture that embraces diverse perspectives and recognizes people for their contributions.

Weston & Sampson is an Equal Opportunity Employer. We embrace the rich perspectives and experiences that arise from people of different races, ethnicities, cultures, sexual orientation, gender identities, ages, socio-economic statuses, abilities, and religions, as well as other untapped groups, within our Weston & Sampson family and the communities we serve. Weston & Sampson is committed to the principles of Inclusion, Diversity, Equity, and Access (IDEA). Our goal is to foster a sense of belonging and equitable representation across our organization and to empower our employees to incorporate IDEA values into the work they perform.

Your world is always changing, and so are we. Join us as we grow: https://www.westonandsampson.com/join-our-team/

A Note to Third-Party Recruiters:

Weston & Sampson coordinates all recruiting and hiring at our company. We do not accept unsolicited resumes from third-party recruiters, staffing agencies, or related firms. Resumes are only accepted if a signed agreement is in place. All unsolicited resumes will be considered the property of Weston & Sampson. Weston & Sampson is not responsible for any fees related to unsolicited resumes.

Responsibilities

Weston & Sampson is currently seeking an Administrative Assistant with 5 years of experience to work in our Fort Myers, FL office.

Qualifications

What you’ll do:

• Collaborate with project managers and executive staff in the preparation of letters, reports and materials for client deliverables
• Organize, edit, and reproduce required submissions, narrative proposals, fee/scope proposals, and qualification statements
• Execution of contracts as required, this includes requesting insurances, bonds, get appropriate signatures
• Complete excel spreadsheets and tables that will assist in project monitoring
• Monitor and respond to emails and phone messages with internal staff and external clients.
• Maintain filing system as needed.
• General office operations and upkeep including but not limited to:
  • Keeping the office neat and orderly including the print room and kitchen
  • Keeping office supplies stocked
  • Communicate with building management to take care of repairs
• Review contracts for the financial related terms and conditions, ensure that they are clearly and accurately represented on the Project Opening documentation. Inform Project Managers of any discrepancies,
• Communicate with Project Managers on project financial tracking and billing,
• Maintain electronic filing and archiving of project specific documents, including project opening forms, contracts, proposals and budget changes,
• Ensure that appropriate approvals are obtained in accordance with company policies,
• Support and assist Project Managers
• Perform additional assignments, as directed by the Administrative Manager and Supervisors
• Report problems to the Administrative Manager or direct supervisor as necessary

What you will bring:

• Previous administrative support experience preferred
• Strong written & verbal communication skills, leadership mindset and organizational skills.
• Ability to work in a collaborative team environment across multiple technical teams and regions.
• Computer proficiency including, general office applications (Microsoft Office Suite) and advanced applications (Adobe Acrobat)
• Knowledge of Deltek/Vision Enterprise Software or other accounting platforms is a plus
• Ability to work well with others under deadline situations and respond to changes in priorities in a fast paced environment.
• Thorough knowledge of standard contract terms
• Ability to work independently, take initiative, set priorities and see projects through to completion.
• Problem-solving and analytical skills
• Valid Driver's License

PI254281245

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