Administrative Representative at Beryl Project… · Tampa

Summary

Beryl Project Engineering is seeking a reliable, detail-oriented Administrative Representative to support our busy engineering and inspection office. This position plays an important role in the client experience by answering calls, coordinating inspection schedules, managing internal and external communication, maintaining accurate records, and supporting the day-to-day needs of multiple departments.

The ideal candidate is organized, professional, comfortable managing multiple priorities, and able to communicate clearly with clients and team members in a fast-paced environment. Someone with an interest or experience in marketing, social media, content, or client-facing communications would be a welcome addition, although marketing experience is not required.

At Beryl, our work is centered around helping make homes and communities safer. We are looking for someone who takes pride in being helpful, dependable, professional, and a trusted resource for both our clients and internal team.

Responsibilities & Duties

Client Communication & Scheduling:

• Answer inbound phone calls promptly, courteously, and professionally.
• Make outbound calls to schedule inspections, obtain information, and follow up with clients.
• Respond to client emails accurately and within appropriate timeframes.
• Serve as a professional point of contact between clients, inspectors, engineers, and internal departments.
• Schedule inspections based on inspection type, location, client needs, and inspector availability using company systems.
• Follow established scripts, procedures, and checklists to ensure all required information is collected.
• Communicate scheduling changes, missing information, or client concerns to the appropriate team members.
• Help create a positive and consistent client experience from the initial inquiry through completion of services.

Administrative Support:

• Enter inspection, project, property, and client information accurately into internal systems.
• Download permits, research property records, and locate supporting documentation as needed.
• Attach and organize project documents within company systems and digital files.
• Assist with daily administrative tasks, information routing, recordkeeping, and file organization.
• Monitor company communication channels and follow up on outstanding tasks.
• Support engineering, inspection, management, and other departments with administrative needs.
• Maintain organized and accurate electronic records.
• Assist with updating forms, templates, checklists, and other internal resources.

Documentation, Quality & Issue Resolution:

• Assist with preparing, reviewing, and organizing reports, forms, and internal documentation.
• Review information for accuracy and completeness before routing it to the appropriate team member.
• Maintain confidentiality of client, employee, project, and company information.
• Identify missing or inconsistent information and take appropriate steps to resolve it.
• Handle routine client or scheduling concerns professionally and according to company procedures.
• Escalate unusual circumstances, complaints, or issues to management when appropriate.
• Follow established company policies, procedures, and quality standards.

Additional Tasks:

• Learn and adapt to new systems, procedures, and responsibilities as the company grows.
• Assist with special projects and process improvements.
• Work collaboratively with team members across multiple departments.
• Perform other administrative duties and related tasks as assigned by management.

Education & Experience Requirements

• High school diploma or equivalent required.
• Minimum of 3 years of administrative experience in a professional office environment.
• Experience in engineering, construction, real estate, home inspection, permitting, or a related industry is a plus.
• Strong verbal and written communication skills.
• Professional and confident telephone presence.
• Strong attention to detail, organization, accuracy, and follow-through.
• Ability to manage multiple tasks and changing priorities in a fast-paced environment.
• Ability to communicate effectively with clients, coworkers, inspectors, engineers, and management.
• Proficiency with Google Workspace, including Gmail, Drive, Sheets, and Docs.
• Working knowledge of Adobe and general office software.
• Comfortable learning new technology, databases, scheduling platforms, and internal systems.
• Ability to handle confidential information professionally and responsibly.