Chen Moore and Associates · 2 days ago
Administrative Assistant
West Palm Beach, Florida, United States
Full-time
Onsite
Senior Level
7+ years expChen Moore and Associates (CMA) is a highly regarded multi-disciplinary firm specializing in utility infrastructure, roadway, site development, and more. The Administrative Assistant role is critical in supporting the office leader and project managers, ensuring a smooth operation and excellent service to the community.
ConstructionEnvironmental EngineeringWater
Responsibilities
Greet visitors at the front desk
Answer and transfer phone calls
Maintain orderly and organized appearance within public areas, such as front desk, kitchen and conference rooms
Good communication and writing/typing skills, including quality control for grammar, spelling and punctuation of letters
Distribute and coordinate mail and/or track packages to staff members
Responsible for event registration for all local events, update companywide event spreadsheet, coordinate payment for event, coordinate travel, send Outlook calendar invitations to staff attending the event, and prepare any materials needed for event
Deliver project and proposal submittals to clients
Assist marketing staff with assembly of proposal submittal packages
Assist project staff with assembly of project submittal packages
Assist with any billable project work from Project Managers (10% target utilization)
Assist with preparation of project set up forms
Assist Project Managers with any AR collection
Assist and coordinate any meetings to be scheduled for the Office Manager and reserve conference room(s)
Order all office supplies, including copy room and kitchen
Maintain office equipment and coordinate all necessary maintenance
Order meals for any staff lunches or events within the office
Organize meetings, training sessions, lunch and learns, webinars, and conference calls
Update office Outlook calendar to show conference room reservations, events, approved time off, traveling staff location, birthdays, holidays, etc
Plan monthly birthday/anniversary celebrations
Coordinate with building management for any office space repair/maintenance issues
Coordinate and distribute all office keys and key cards
Notarize contract documentation
Update new contacts within Deltek database
Assist and guide new employees with completion of all on-boarding documentation
Maintain and distribute emergency preparedness plans to staff on annual basis
Send email reminders/notifications to appropriate staff on birthdays
Assist with taking photographs for marketing purposes of completed projects
Works on miscellaneous projects as directed by the Office Leader
Qualification
Required
7 years of experience as an administrative assistant
Past experience in an engineering or architecture firm
Proficient with Microsoft Word, Excel, PowerPoint, Outlook and Teams
Ability to work independently and as part of a team supporting the office and other groups tied to the office
Highly organized, detail-oriented and able to multi-task
Excellent communication skills - verbal, written (handwriting/typing) and interpersonal skills
Strong sense of urgency, project responsibility and initiative
CMA's High Standard of Professionalism
Preferred
Experience and expertise with contracts is preferred
College degree is preferred
Benefits
Medical, Vision and Dental Insurance
Life and AD&D Insurance
Voluntary Life with Dependent Coverage
Short-Term and Long-Term Disability
Paid time off and paid holidays
Flexible Spending Accounts with Debit Card
Voluntary Plans (Supplement Health, Critical Illness/Cancer, Accident)
401(k) Plan – Competitive Employer Match
Supplemental benefits
Flexible work schedules
Continuing education
Mentorship programs
Professional societies
Community engagement
Cell phone
Company
Chen Moore and Associates
Chen Moore and Associates expertise in civil engineering, transportation, water, environmental and construction engineering services.
51-200 employees
Funding
Current Stage
Growth StageRecent News
2025-06-21
Seattle TechFlash
2025-04-18
Company data provided by crunchbase