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.
- 2+ years of experience in an administrative role with knowledge of accounts receivable, accounts payable, collections, and/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.
- 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.