Office Administrative Assistant

Position Overview

AREHNA Engineering is seeking an Administrative Assistant to support our Tampa office. This role is essential to keeping daily office operations organized and running smoothly while providing support to our leadership, accounting, and project teams.

The ideal candidate is proactive, dependable, and highly organized, with exceptional attention to detail, strong time management and prioritization skills, and the ability consistently follow through on assignments. A positive, supportive, and team-oriented personality is essential for this role. We are looking for someone who is approachable, patient, courteous, and genuinely enjoys helping others, and serving as a reliable resource for the entire team.

The successful candidate will possess excellent written and verbal communication skills, proficiency in Microsoft Office applications—including Outlook, Excel, Word, Teams, and SharePoint—and experience with data entry, document management, scheduling, and general office administration. Experience with invoicing, billing, accounts receivable, collections, receipt processing, and travel coordination is preferred.

The candidate must be able to follow instructions, work independently, take initiative, and maintain accountability while demonstrating professionalism, accuracy, confidentiality, and discretion when handling sensitive information. Above all, we seek someone who takes pride in being helpful, works collaboratively with colleagues, and contributes to a welcoming, organized, and positive work environment.

Job Responsibilities

• Greet clients, vendors, and other guests from the reception desk.

• Serve as the primary point of contact for incoming phone calls, screening and directing calls to the appropriate staff members.

• Maintain clean, organized, and well-stocked common areas, including daily office walkthroughs, light cleaning, sanitizing, and weekly refrigerator maintenance.

• Monitor and replenish office supplies, refreshments, kitchen supplies, and restroom essentials.

• Receive, sort, and distribute incoming mail and packages.

• Maintain shared calendars for company events, meetings, and internal communications.

• Coordinate employee registrations for conferences, meetings, and other company events.

• Arrange travel accommodations, including hotel reservations, per-diem forms, event registrations, and table reservations as needed.

• Assist leadership and other departments with administrative tasks and special projects.

• Process and scan incoming customer payments and update accounts receivable records to reflect payment activity.

• Support monthly accounts receivable collections by organizing correspondence, documenting client feedback, updating collection reports, and maintaining project records.

• Code and process receipts and prepare monthly credit card statements.

• Maintain accurate and organized accounting documentation in the appropriate electronic and project folders.

• Coordinate the collection and filing of essential project documents, including certificates of insurance (COIs), contracts, purchase orders, and related records.

• Save project correspondence associated with key milestones, including notices to proceed (NTPs), executed contracts, reports issued, and invoices sent.

• Maintain physical project files according to established filing and retention practices.

Education

• High School Diploma or GED Equivalent required

• Associate or bachelor’s degree preferred

Licenses & Certifications

• Driver’s license and reliable transportation required

• Florida Notary Certification preferred

Benefits

• AREHNA offers an excellent benefits package, including medical, dental, and vision insurance, as w ell a s a 4 01(k)

matching plan.

• Friendly, collaborative work environment emphasizing personal and professional development

• Recognition and rewards for technical excellence, achievement, and teamwork

AREHNA is committed to creating a diverse and inclusive workplace. All qualified applicants will receive consideration for

employment without regard to race, color, religion, national origin, gender, age, disability, or any other protected status.