Administrative Assistant (minimum 5 yrs experience in professional setting)

Vikus Water is a utility engineering firm of engineers, operators, and technical staff dedicated exclusively to the water, wastewater, reclaimed water, and alternative water systems serving The Villages® community, the fastest-growing community in the United States.

Located in the heart of Central Florida, Middleton provides easy access to I-75 and Florida's Turnpike and is approximately one hour from Orlando, Tampa, major airports, and many of Florida's most popular attractions and outdoor destinations. Middleton, situated in Wildwood, is a lively, family-friendly community designed for a modern, active lifestyle, welcoming residents of all ages. Enjoy the convenience of walking to A-rated schools, numerous parks, and amenities, fostering a lifestyle where school, dining, and entertainment are easily reachable by foot, bike, or golf cart. With a variety of new homes and a strong emphasis on safety and community, Middleton is the perfect place for families to thrive, grow, and connect, offering children an unparalleled sense of independence.

The Villages Charter School provides a unique, family-centric employee benefit: access to one of Florida’s top-rated “A” schools, celebrated for its rigorous academics and high AP participation. Its state-of-the-art campus delivers a comprehensive education with robust athletics, arts programs, and after-school care. Parents appreciate the integrated community support and opportunities for meaningful involvement, creating an ideal setting for both students and families.

CHECK OUT the community and school at www.MyMiddleton.com & www.tvcs.org.

We are currently seeking a highly motivated Administrative Professional to join our Middleton office. Applicants should have a minimum of 5 years of experience working in a professional office setting. The ideal candidate will have a positive attitude, proactive perspective, and an eye for detail. This role will provide advanced level administrative support and requires a considerable amount of initiative, independent judgement, and discretion.

WHAT YOU WILL HANDLE

Manage calendars for multiple staff. Schedule around project deadlines, meetings, and client commitments without conflicts.

Serve as first point of contact for phone and email. Screen and route. Identify urgency and respond when appropriate.

Accurately prepare and format technical documents. Proposals, reports, and permit submittals.

Track deadlines, submittals, and invoices.

Support data entry and reporting.

Coordinate with clients, agencies, and vendors. Expect interaction with utilities and regulatory entities.

Maintain structured digital and physical files. Fix disorganized systems.

Run day-to-day office operations. Supplies, deliveries, basic organization.

Attend meetings, assist with agendas and minutes.

WHAT YOU NEED

Minimum 5 years of administrative experience supporting professionals in engineering, construction, legal, or similar environment.

Process-oriented approach and ability to work independently as well as collaboratively with teams. Manage multiple tasks concurrently and prioritize work with attention to detail.

Strong Microsoft Word, Excel, and Outlook skills. Format complex documents efficiently.

Proven ability to manage multiple priorities without supervision.

Clear, professional written communication. Understanding that correcting errors and informal tone is imperative in client-facing work.

Experience with invoicing or financial tracking.

A proactive approach to problem-solving

Ability to maintain confidentiality

Ability to operate basic office equipment

PREFERRED

Experience with engineering documents or permitting.

Familiarity with project tracking systems or accounting software.

BENEFITS

Biannual bonus eligibility after 6 months

Comprehensive medical coverage and term life insurance provided at no cost for the employee

Dental, vision, supplemental life, disability, legal, hospitalization and other valuable voluntary coverage options are available

401(k) with employer match

Generous vacation time, sick time and paid holidays

Highly ranked Charter School eligibility (K - 12th grade), exclusively for employees and businesses located in The Villages

Unlimited growth potential

Compensation

· $18-22 per hour, based on experience

Pay: $18.00 - $22.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Vision insurance

Application Question(s):

• Describe the most complex administrative workload you have managed. Include volume, deadlines, and your role in keeping work on track.

Experience:

• Office management: 5 years (Preferred)

Ability to Commute:

• Middleton, FL 34762 (Preferred)

Work Location: In person