Administrative Assistant in Ave Maria, Florida at Peninsula Pipe Solutions

Administrative Assistant
Location: Ave Maria, FL
Company: Peninsula Pipe Solutions, a Barron Collier Company
Job Type: Full-Time, In-Person

Barron Collier Companies, a prominent leader in real estate development, land management, and investment, is seeking talented individuals to be part of our innovative team. As a company committed to excellence, we offer a unique opportunity to work on exciting projects, shape the future of our communities, and grow your career in a collaborative and stimulating environment. Over the past 100 years, Barron Collier Companies has grown from a land holding company to one of the largest diversified companies in Southwest Florida, with business ventures including extensive agricultural operations, commercial and residential real estate development, and oil exploration and mineral management. Our namesake’s unwavering determination and foresight was matched by his strong values, his business sense, and his respect for the land he owned. Today, these qualities remain the cornerstone of success for the Barron Collier Companies. We are a fourth-generation family-owned business celebrating the visionary thinking of our founder, Barron Gift Collier. Join us in making a lasting impact in the work of real estate and land development.

JOB SUMMARY:

The Administrative Assistant provides essential office support for a pipeline inspection company. This role serves as the first point of contact for clients, vendors, and field inspectors, and is responsible for scheduling, purchasing, billing, collections and keeps daily operations running smoothly.

SPECIFIC JOB DUTIES & RESPONSIBILITIES:

Front Office / Communications

• Answer and route incoming phone calls; take accurate messages
• Communicate scheduling changes to clients, pipeline operators, and internal staff
• Track job assignments, inspection dates, and equipment availability

Scheduling

• Coordinate and maintain schedules for field inspectors and inspection jobs
• Communicate scheduling changes to clients, pipeline operators, and internal staff
• Track job assignments, inspection dates, and equipment availability

Purchasing

• Order inspection equipment, tools, safety gear, and supplies as needed
• Obtain and compare vendor quotes; process purchase orders
• Track deliveries and maintain vendor records

Billing & Collections

• Prepare and issue client invoices for completed inspections
• Track accounts receivable and follow up on past-due accounts
• Process incoming payments and reconcile billing records
• Communicate with clients regarding billing questions or disputes

General Administrative Support

• Maintain accurate records for jobs, inspection reports, and certifications
• Assist with basic bookkeeping/data entry as needed
• Assist with timesheet entry record keeping
• Support management with reports and documentation
• Performs other duties as assigned.

JOB SPECIFICATIONS & QUALIFICATIONS:

• High school diploma or equivalent require
• 2+ years administrative, office, or bookkeeping experience
• Strong phone etiquette and customer service skills
• Proficient in Microsoft Office (Excel, Word, Outlook); experience with scheduling/dispatch or billing software a plus
• Strong organizational skills and attention to detail
• Ability to multitask and prioritize in a fast-paced environment
• Basic understanding of accounts receivable/invoicing processes

PREFERRED EXPERIENCE:

• Experience with purchase order systems or vendor management
• Knowledge of collections best practices

WORK ENVIRONMENT:

• Primarily office-based
• Regular phone and computer use
• Occasional coordination with field inspectors regarding job status

Compensation and Benefits:

We make every effort to provide our employees with a benefits program that provides comprehensive benefits and coverage for employees and their families. We are committed to providing a competitive benefits program that allows you and your family the flexibility to best meet your needs, while at the same time, allows additional benefits to protect your income, build financial security, and balance your work and personal life. The role and as being an employee of Barron Collier Companies comes with the following benefits:

• Competitive salary
• Flexible work schedules and strong work-life balance
• Discretionary annual bonuses and peer recognition awards
• Competitive paid time off (vacation, sick, and holidays)
• Comprehensive health benefits (medical, dental, vision, life)
• Gym membership assistance and wellness support
• 401(k) plan with company contributions
• Employee referral up to $1,000
• Tuition assistance and paid licensing support
• Relocation assistance available

How to Apply:

Learn more about our company and culture at www.barroncollier.com.

You may apply through the career page or directly at: https://bcp.recruiting.pdsvista.com.

We are a drug-free (DFW) and an Equal Opportunity Employer (EOE).

NOTICE TO RECRUITERS & STAFFING AGENCIES: Barron Collier Companies does NOT accept unsolicited resumes from agencies. Please do NOT contact the hiring manager or any other manager within the company regarding this post. Unsolicited emails or calls from recruiting agencies will be blocked and deleted without response.