Administrative Assistant

Position Overview

The Administrative Assistant will be a key member of our Tampa office, providing essential administrative support the Construction Services department. The Administrative Assistant will work closely with management, technicians, engineers, and other administrative staff to help ensure efficient project workflows, accurate reporting, and exceptional client service.

Job Responsibilities

• Manage multiple projects and tasks simultaneously, ensuring deadlines are met and time is managed effectively.
• Act as a liaison between project engineers, field technicians, and subcontractors on active projects.
• Attend department meetings and take minutes.
• Collect daily field reports from technicians and ensure all documentation is complete and accurate.
• Enter report line items on invoices and notify project managers of any failing results.
• Maintain and update proposal and project database.
• Facilitate monthly collections efforts, coordinate project startup / completion with accounting staff and vendors.
• Physically file project documents and scan and archive field logs and related paperwork.
• Answer phones and direct calls to appropriate staff.
• Coordinate hotel rooms and per diem forms for the team and process receipts and purchasing documentation.
• Assist with other administrative duties as they arise to support construction services operations.

Education

• High School Diploma or GED Equivalent required
• Associate or bachelor’s degree preferred Licenses & Certifications
• Driver’s license and reliable transportation required
• Florida Notary Certification preferred

Skills & Experience

• 5 years of experience with Microsoft Office applications (Excel, Word, Outlook, Teams, and SharePoint)
• Proven experience in administrative support roles within engineering or construction industry preferred

The Ideal Candidate

• Ability to follow directions and take initiative
• Strong ethical standards and accountability
• Excellent time management, organizational, and prioritization skills
• Outstanding follow-up skills and high attention to detail
• Professional verbal and written communication skills
• Accuracy, confidentiality, and discretion with sensitive information
• Professional, polite, and collaborative demeanor  Advanced proficiency in Microsoft applications, including Teams, Outlook, Excel, Word, and SharePoint
• Data entry and document management skills
• Calendar management and scheduling meetings
• Experience with multi-line phones, scan/copy/file
• Invoicing, billing, and collections experience
• Purchasing and processing receipts, including travel coordination
• Ability to work effectively with construction contractors, vendors, owners, consultants, field personnel, and internal teams

Compensation & Benefits

• This is a full-time, hourly position with standard working hours of 8 AM – 5 PM, Monday through Friday.
• Compensation begins at $18 per hour for entry-level candidates; higher rates are available based on relevant experience.

AREHNA offers an excellent benefits package, including:

• Medical, dental, and vision insurance
• Matching 401(K) plan
• Friendly, collaborative work environment emphasizing personal and professional development
• Recognition and rewards for technical excellence, achievement, and teamwork

AREHNA is committed to creating a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, gender, age, disability, or any other protected status.

Job Type: Full-time

Pay: From $18.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Ability to Commute:

• Tampa, FL 33609 (Required)

Work Location: In person