Administrative Assistant

About Us

Founded in 1986 Chen Moore and Associates (CMA) Inc. has grown into a highly regarded multidisciplinary firm. CMAs areas of expertise include utility infrastructure roadway site development electrical planning landscape architecture and construction engineering services for both private and public sector clients. CMA prides itself on working to be part of the fabric of the community. We are leaders in community service and the profession. Our staff and our activities are centered around making the community we work in a better place to live. CMA promotes a fun and flexible work environment taking pride in the quality of our work. CMA promotes a teamoriented approach both inside and outside of the office.

CMAs headquarters are in Fort Lauderdale with offices in Miami West Palm Beach Orlando and Jacksonville. The firm also has satellite and/or project offices in Atlanta Gainesville Jupiter Port St. Lucie Sarasota and Tampa. CMA currently employs over one hundred and thirty 130 professionals throughout the State of Florida which affords our valued clients toplevel service.

CMA is hiring an Administrative Assistant for our Regional Office to support to the office leader project managers and project staff working in that region as well as support the needs of the overall CMA team. The administrative assistant position is a critical part of the regional team facilitating the culture of excellence and service to the community.

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 onboarding 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

Qualifications:

• 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
• Experience and expertise with contracts is preferred
• Ability to work independently and as part of a team supporting the office and other groups tied to the office
• College degree is preferred.
• Highly organized detailoriented and able to multitask
• Excellent communication skills verbal written (handwriting/typing) and interpersonal skills.
• Strong sense of urgency project responsibility and initiative

CMAs High Standard of Professionalism

Chen Moore and Associates is a company which is unique in its commitment to quality. We are proud of our high standard of professionalism and the quality of service provided to our clients. We strive to establish a sense of pride and loyalty in our employees by maintaining a tradition of excellence in our work and a sense of family in our culture. We also aim to provide an environment that inspires and promotes individuals to reach the full extent of their potential and to continue in their personal Search for Excellence. We offer a career opportunity rather than a job an opportunity that will take our employees as far as they want it to go. You will find that both the management and employees of CMA are dedicated to high achievement and genuinely concerned about employee job satisfaction. In order for us to maintain high standards of excellence we endeavor to have the finest personnel and only acquire those whom we consider to not only meet the high standards we set for ourselves as a firm but those who will also blend with the firm culture. Your success is important to all of us.

Chen Moore and Associates is a Great Place to Work!

• Named Best Places to Work For nationally by the Zweig Group in the
  Multidiscipline Firm Category fromand.
• Named to the Hot Firms List nationally by the Zweig Group from.
• CMA is regularly recognized as a Best Firm to Work For by the South
  Florida Business Journal Civil Structural Engineer ENR Southeast and various local branches of the American Society of Civil Engineers.

OUR BENEFITS include:

• Medical Vision and Dental Insurance
• Life and AD&D Insurance
• Voluntary Life with Dependent Coverage
• ShortTerm and LongTerm 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