Engineering Administrative Assistant

Overview

Description

Department: Transportation

Location: Miami, FL

TBE (Talbert, Bright & Ellington, Inc.) is a full-service, professional aviation engineering firm focused on the planning, design, and construction for airports in North Carolina, South Carolina, Virginia and Florida. Headquartered in Charlotte, North Carolina for over 28 years, TBE employs more than 90 professionals. TBE is seeking an Engineering Administrative Assistant in South Florida. The primary function of this role is to work closely with our team of project managers and administrative staff, supporting daily tasks related to airport planning, design and construction projects.

This position will process grant awards, monitor project funds to ensure that projects are on schedule financially, maintain and review reimbursement reports, and submit final information for payment. This individual must be detail-oriented, have critical thinking skills, clear and concise communication skills (verbal and written), be a team player, and be deadline-oriented. Must be able to work on-site in our Miami office five days per week.

• Provide administrative support to the Executives, Engineers, and other office personnel.
• Maintain interoffice spreadsheets, emails, contact information, and other documentation related to processing activities.
• Assist with the procurement of state and federal grants.
• Assist Project Managers with the financial administration of federal and state grants.
• Update grant spreadsheets with project expenses, coordinating with state/federal agencies or project managers.
• Prepare grant budgets, reimbursement requests, and other financial paperwork.
• Maintain appropriate grant files while adhering to each grant's guidelines, policies, and conditions.

• Assist with processing monthly credit card reports, processing weekly invoices, balancing local cash account and petty cash fund, and receiving Accounts Receivables.
• Assist with professional development registrations, travel, and accommodations at professional development events.
• Assist with setting up internal/external catered events and providing coordination assistance to said events.
• Assist with answering phones, greeting clients and vendors, and directing them to the appropriate person.
• Ship to clients and consultants as needed contracts to obtain signature via UPS or Fed Ex.
• Obtaining documents required by contracts, such as, but not limited to, proof of insurance.
• Update company resources with clients, vendors, and acquaintances as needed.
• Assist with the filing and sending of documents to prospective clients.
• Assist with the processing of incoming and outgoing mail.
• Other duties as assigned.

• Good writing and verbal communication skills.
• Strong computer skills with experience in Word, Excel, Outlook.
• Requires a high school diploma or equivalent with at least 5 years of experience in the field or in a related area. An Associate's Degree in a closely related field is strongly preferred.
• Position requires a minimum of 40 hours a week in the office with possibility of overtime.
• Valid driver’s license with approved/acceptable driving history required.

• 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
• Competitive health and dental insurance premiums
• Variety of voluntary benefit options
• Short-Term Disability/Long-Term Disability
• Company-furnished life insurance
• Employee Assistance Program (EAP)
• Flexible Spending Account
• and More