Administrative Assistant

Poe Engineering, Inc. is a growing, small Structural Engineering Firm that has gained high respect in its field. We are seeking an energetic, highly organized and detail-minded individual with exceptional communicative skills to manage the office work and scheduling of appointments for our Structural Engineers in our Memphis Office. This person would work as a liaison between the staff and customers and must have the ability to multi-task.

Administrative Assistant experience in the engineering or construction industry would be preferable.

• Provides administrative support to ensure efficient operation of office.
• Answers & directs incoming phone calls in a polite and courteous manner.
• Professionally answers incoming requests (phone & internet) for potential inspections and design projects, obtaining all critical information needed.
• Works with scheduling software to schedule, cancel or make changes to appointments for all staff, making sure all information is accurate and detailed.
• Works with mapping software to determine scheduling times.
• Email or texts reminders to customers or clients when appropriate.
• Creates code enforcement letters from engineers’ inspections, which includes gathering information from contractors or individuals.
• Creates estimates and invoices and takes payments in Quickbooks software.
• Makes sure payments are made prior to reports being sent, including calling customers for calling on past due accounts.
• Makes online and sometimes in person deposits to bank.
• Carries out administrative duties such as filing, typing, copying, scanning etc.
• Supports team by performing tasks related to organization and strong communication.
• Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories.
• Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.
• Contributes to team effort by accomplishing related results as needed.

40 Hour Work Week – 8 am-5 pm Monday thru Friday

• Competitive Salary
• Eight (8) Paid Holidays Per Year
• 2 Weeks Paid vacation after 1st year.
• Health Insurance Reimbursement up to $500 per month.
• Long & Short-Term Disability Insurance
• Life Insurance
• Accidental Death & Dismemberment Insurance
• Employer Retirement Contribution
• Quarterly Bonus Eligibility

• Excellent Verbal & Written Communication Skills
• Attention to Detail & Accuracy of Work
• Microsoft Office Skills/Computer Savvy
• Trustworthy
• Organization
• Analyzing Information
• Professionalism
• Problem Solving
• Supply Management

• High school diploma or equivalent education required
• Administrative Assistant or equivalent experience, preferably in engineering or construction field.
• Working knowledge of appropriate software including:
  Quickbooks, Microsoft Word, Excel & Mapping Software
• Valid driver’s license and current automobile insurance

Job Type: Full-time

Pay: $18.00 – $27.00 per hour

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

High school or equivalent (Required)

Office Support: 2 years (Required)

Work Location:

In person