Administrative Assistant

NV5 (NASDAQ: NVEE) provides engineering and consulting services to public and private sectors, delivering solutions through five business verticals: Construction Quality Assurance, Infrastructure, Utility Services, Program Management, and Environmental. With offices nationwide and abroad, NV5 helps clients plan, design, build, test, certify, and operate projects that improve the communities where we live and work.

About the role

NV5 is seeking a full-time Administrative Assistant in our Orlando, FL office. We’re looking for an energetic, detail-driven multitasker who thrives in a fast-paced environment to join our team and keep things running smoothly. In this role, you’ll be the go-to person for organization, coordination, and support—helping our office stay efficient, connected, and ahead of the game.

Responsibilities

• Perform administrative tasks for all office groups, including:
  • Keep firm/office licenses and/or certifications up to date (e.g., Business Tax Receipt for City/County)
  • Archiving, binding, cleaning/organizing
  • Typing, proofing, and editing letters and proposals
  • Updating and creating spreadsheets
  • Mailing, copying, faxing, filing, invoicing
  • Ordering and maintaining office supplies
  • Handling petty cash
  • Enter client and project-related information, expense reports, and labor adjustments/timesheets into the Deltek Vantagepoint system (Deltek experience a plus)
• Assist in meeting billing deadlines by:
  • Providing necessary information to project managers
  • Compiling and organizing information to streamline the process
• Coordinate or complete various office tasks, such as:
  • Building and equipment maintenance
  • Running errands
  • Managing conference room schedules
  • Ensuring office organization and cleanliness
  • Print and scan small and large documents
  • Perform quality assurance/quality control (QA/QC) of documents
• Answer multi-line phones and cover the front lobby, greeting clients and visitors with a positive attitude
• Coordinate office events
• Coordinate with vendors for events, project needs, and office equipment repairs as needed (including but not limited to lunch and learns, client meetings, etc.)
• Assist with special projects as needed

Requirements

• High School Diploma or equivalent required; Associate’s degree in Business Administration or related field preferred
• 2–3 years of relevant administrative support experience
• Previous experience in a professional office environment required
• Experience working in an engineering firm or technical environment is a plus

Skills

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Ability to quickly learn and utilize additional software programs necessary for task completion
• Excellent written and verbal communication skills
• Ability to communicate effectively and positively with coworkers, managers, and clients
• Strong planning and organizational abilities with keen attention to detail
• Ability to work independently, manage time effectively, and prioritize multiple tasks
• Demonstrated ability to support multiple teams or departments simultaneously
• Sound judgment, comprehensive decision-making, and effective problem-solving skills
• Positive, can-do attitude with a willingness to take initiative and adapt to changing priorities

Benefits

• Competitive compensation and benefits package including medical, dental, and life insurance
• PTO
• 401(k)
• Professional development and advancement opportunities