Job Description
Job Description
Are you searching for a new opportunity to join a growing 100% employee-owned company that offers professional development opportunities, values an excellent work life balance and giving back to your community? Are you looking for a team environment that collaborates well together, works hard, and has fun while doing so? If so, check out this opportunity to become an employee-owner of Haley Ward, one of the Best Places to Work in Maine™ & one of the Best Firms to Work For™ in the country !
About Our Company
At Haley Ward, our team of close to 300 employee-owners value accountability and collaboration. These values drive us to provide every client with a quality service that meets, and often exceeds, their expectations, and is one of the reasons clients routinely return to us for help. Haley Ward’s work philosophy is to take advantage of the benefits of collaboration, mentoring, and face-to-face communication to optimize our operations and performance for our clients.
Join our team and Haley Ward will provide you :
- Competitive salary
- Employee Stock Ownership Plan (ESOP)
- Competitive Health, Dental, and Vision insurance plans or - Paid monthly stipend if you have health insurance elsewhere!
- Generous company matched 401(k) plan with a Roth provision
- Paid Time Off (PTO)
- Eleven (11) paid holidays, including a creative holiday schedule
- Life insurance (company paid)
- Short and long-term disability insurance (company paid)
- Flexible Spending Account and / or Health Savings Accounts
- Health Reimbursement Arrangement
- Culture that provides work-life balance, professional development and is community driven
- And much more
What you can expect to be doing :
The function of the Senior Project Assistant is to assist Haley Ward’s Fort Myers survey and engineering staff by efficiently handling tasks relating to project delivery, marketing, and business development assistance. This position has broad responsibilities and is integral in creating a welcoming and on-brand experience for clients, visitors, and employees; having a professional appearance, attitude, and demeanor; serving as a positive ambassador for the company; and performing administrative and financial responsibilities essential for successful project delivery, requiring strong initiative and judgement skills.
Answers and screens incoming calls in a pleasant, courteous, and professional manner. Directs inquiries to the appropriate staff or to their voicemail.Greets clients and visitors with a warm welcome, etc.Provides general hospitality support to employees, clients, and visitors, including but not limited to ordering and setting up lunches for in-house meetings and events.Assists staff with physically setting up for in-person meetings.Keeps conference rooms and common areas stocked.Performs word processing, including, but not limited to, letters, technical applications, and technical reports, following company Document Guidance.Works collaboratively with other support staff providing back-up on an as-needed basis to ensure project needs are met and deliverables are completed within project deadlines.Assists Project Managers with coordination of agreements with clients and subconsultants, as needed.Proofreads documents for quality assurance.Establishes and maintains project correspondence and documents filing system. Scans and electronically files all information as deemed appropriate using the company Document Management and Retention Policies.Supports Project Managers in setting up records for new clients and new projects utilizing corporate finance software.Provides Billing support, invoicing and assists in monitoring and addressing Accounts Receivable.Retrieves, opens, sorts, scans, and distributes incoming mail daily, as well as prepares outgoing correspondence utilizing US Mail, FedEx, and UPS. Delivery of US mail to the post office, as necessary.Courier and emergency courier service and runs miscellaneous errands.Maintains inventory of office supplies.Maintains confidentiality of sensitive information.Maintains a neat and orderly work area which will allow access to project information to other team members.Encourages and promotes job safety to staff. Responsible for ensuring safe working conditions for self and others.Other duties as assigned.What you will need to succeed :
Associates degree, or a minimum of 5 years related administrative experience in a professional office setting required.Computer skills : Strong Microsoft Office skills including advanced functions of MS WordAbility to handle multiple tasks efficiently, exhibits flexibility as priorities change, working in a fast-paced, deadline driven environment.Excellent communication skills (verbally and in writing).Must be able to work some overtime on an as needed basis.Ability to work in a team environment, as well as independently.Exhibits flexibility as priorities change.Ability to develop an understanding of the needs of projects and the ability to help coordinate the project from start to finish.Must maintain strict confidentiality related to all interactions, meetings, information, and documents / reports generated.Ability to develop an understanding of the client’s interests and goals and our role in their success.Maintain a neat and orderly work area which will allow access to project information to other team members.Ability to understand job specific health & safety requirements and performs work safely.Take an active role in career development.Incorporate the following values of the company into daily activities :Accountability
ResponsivenessStewardshipCollaborationPrudenceEmpowermentA criminal background check and driving record check will be conducted.
Haley Ward is proud to be an Equal Opportunity / Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), sexual orientation, gender identity, gender identity, marital status, age, national origin, disability or veteran status, age or any other federally protected class established by law.
Location : Fort Myers, FL - Ability to reliably commute or relocate before starting work (Required)
