Administrative Assistant
Job Description
Job Description
We are looking for an Administrative Assistant to support daily office and project coordination for an engineering-focused environment in Ft. Myers, Florida. This Long-term Contract position is ideal for someone who is organized, detail-oriented, and comfortable balancing financial, clerical, and document support duties. The role will contribute to smooth office operations by assisting with billing, recordkeeping, staff support, and project-related administrative work.
Responsibilities:• Create and maintain client and project records within company systems, ensuring information is accurate and up to date.
• Process project-related billing activities, including invoice preparation, purchase order documentation, and change order administration.
• Support financial operations by handling accounts receivable, following up on outstanding balances, and assisting with accounts payable tasks.
• Track project budgets and maintain current financial data to help teams monitor job performance.
• Provide timesheet support to employees by assisting with electronic entry, checking submissions for accuracy, and encouraging timely completion.
• Maintain vendor files and organize supporting documentation to keep records complete and accessible.
• Assist with onboarding administration by preparing employment forms and coordinating related paperwork for new hires.
• Oversee office supply levels, including general, field, and safety materials, and place orders as needed.
• Coordinate incoming and outgoing mail, courier requests, and other day-to-day office logistics while also preparing and formatting reports, proposals, and project documents.
Qualifications:
•Minimum of one year of experience in accounts receivable, accounts payable, collections, or project billing.
•Proficient in Microsoft Word, Excel, Outlook, and Adobe Acrobat.
•Proven record of billing accuracy and consistently meeting billing deadlines and management objectives.
•Ability to learn and become proficient with billing and project administration in an ERP accounting system.
•Must be professional, organized, and detail-oriented, with strong multitasking, time-management, and prioritization skills.
•Demonstrated ability to build and maintain positive, cooperative working relationships.
•Strong customer service, verbal communication, and professional writing skills.
•Self-starter with solid analytical and problem-solving abilities who can work independently and as part of a team.
•Reliable and dependable attendance.
Preferred Qualifications:
•Experience working in an engineering, architectural, consulting, or construction-related firm and performing similar responsibilities.
•Experience with project billing and ERP accounting software.
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