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At Ayres Associates, our employees are MVPs, the most valuable parts of our organization. We’re dedicated to providing exciting opportunities, career growth, and recognition within a supportive environment. Our professionals know Ayres is committed to their future. That confidence is the foundation for long-lasting client relationships and successful projects.

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Administrative/Project Assistant #1930

Ayres Associates is looking to add a dynamic individual to our SE-Operations group. This is an ideal position for a dependable self-starter with strong communication skills, attention to detail, organization, and ability to handle multiple tasks simultaneously. You’ll be at the center of delivering strong customer service to internal and external stakeholders.

 

Job Responsibilities
  • Assist project managers with the following:
    • Set up projects using a project management tool.
    • Prepare electronic file organization and coordinate file attachments.
    • Develop and update project work plans based on proposals, preparing contracts, and invoice generation to streamline project administration.
    • Prepare presentations using corporate-branded templates.
    • Adhere to corporate and quality guidelines, review contractual obligations, scope of work and deliverables, and assist in production of deliverables.
  • Facilitate and document group operations, including weekly meetings, project opportunities, client development activities, routine weekly project reviews, and staff schedules.
  • Create project-related documents such as reports, graphics, spreadsheets, contracts, proposals, forms, and letters that adhere to company policy, style, and format.
  • Assist with coordination of office events such as charitable events, office gatherings, and lunch presentations.
  • Manage files, make copies, prepare and collate reports, and perform miscellaneous duties as assigned.
  • Collaborate with Accounting on various tasks, including record keeping and database updates such as equipment inventory and disposal.
  • Manage the project archive system, including document filing, electronic archives, and archive destruction policy.
  • Follow-up on contractual submittals and invoices to verify timely receipt.
  • A potential to support marketing efforts, including dictating call reports, limited proposal assistance, tradeshow preparation, and marketing research working in conjunction with Corporate Marketing. Effort may also include compiling contract details such as forms, contracts, and insurance certificates.

 

Required Qualifications
  • Ability to write, edit, and proofread written materials, which could include letters, reports, and contracts.
  • Willingness to travel to other office locations on occasion in Cape Coral, FL.
  • Proficient in MS Suite to create and import tables, charts, and graphics.
  • Experience in maintaining confidential information.
  • Dependable, organized, and can multitask.

 

Desired Skills and Experiences
  • A strong communicator who can manage multiple projects simultaneously.
  • Ability to maintain a positive attitude and establish a professional, welcoming, and inclusive environment for anyone working with the company.
  • Experience with programs such as InDesign, Photoshop, Adobe Suite, Bluebeam, Microsoft Publisher, and Deltek Vision beneficial.
  • Previous experience with a consulting engineering firm beneficial.
  • Client relations and telephone experience a plus.
  • A bachelor’s degree that has equipped an individual with strong communication, analytical, and problem-solving skills is desirable.