Administrative Assistant – Surveying ; Sunrise, FL

Position: Administrative Assistant – Surveying Company (Sunrise, FL)

Long-established land surveying company in Sunrise, FL is seeking an experienced Administrative Assistant to support ownership/management and help keep our office running smoothly. This is an in-office position with a stable, professional team and long-term clients.

Key Responsibilities

• Executive support
• Manage calendars, schedule meetings, and coordinate calls for company leadership
• Prepare and organize documents, correspondence, and project files
• Assist with proposals, reports, and job documentation as needed
• Certificates of Insurance (COIs)
• Request, track, and maintain up-to-date Certificates of Insurance from clients, vendors, and subcontractors
• Review COIs for accuracy and compliance with contract requirements
• Communicate with insurance agents and clients to resolve COI issues
• Assist with accounts receivable: create and send invoices, post payments
• Monitor aging accounts and perform collections follow-up (calls/emails) in a professional manner
• Support basic bookkeeping tasks such as data entry, reconciliations, and maintaining accurate records (experience with Quick Books or similar preferred)
• General office administration
• Answer phones and route calls in a courteous, professional way
• Maintain digital and paper filing systems
• Work closely with project managers and field staff to ensure smooth operations

Qualifications

• Experience:
• 3+ years in an administrative, office manager, or executive assistant role (construction, engineering, or surveying industry a plus)
• Hands‑on experience with Certificates of Insurance and collections is strongly preferred
• Skills:
• Solid understanding of basic bookkeeping and accounts receivable
• Proficient in Microsoft Office (Outlook, Word, Excel);

Quick Books or similar accounting software a plus

• Strong written and verbal communication skills
• Excellent attention to detail, organization, and follow-through
• Ability to prioritize and handle multiple tasks in a deadline‑driven environment
• Other:
• Reliable, professional, and able to work independently with minimal supervision
• Must be authorized to work in the U.S.
• Local to Sunrise, FL or within a reasonable commute

Schedule & Compensation

• Schedule:

Full-time, Monday–Friday, in-office

• Compensation:

Competitive pay based on experience, plus [benefits if applicable – e.g., health insurance, PTO, holidays]

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