Administrative Assistant

Job Description

Job Description

Immediate W2 contract position available in Birmingham, AL.

Estimated Duration: 1 year

Position Summary

• The Administrative Assistant will support the Power Delivery Data Analytics Teams across the Company.

Job Duties & Responsibilities:

• Invoice Reconciliation: Handle invoice reconciliation, ensure proper supporting documentation, create PO revisions, process invoice holds, and communicate with contract administrators.
• Onboarding Support: Assist with onboarding new employees
• Calendar & Timekeeping: Manage calendars, assist with timekeeping, and provide general administrative support.
• Meeting Coordination: Schedule and set up meetings and lunches.
• Expenses: Help with various expense reports as needed.
• Office Management: Order office supplies, distribute mail, and support the overall needs of the floor.
• Team Support: Proactively assist other administrative assistants, coordinate coverage, and provide backup as needed.
• File Management: Maintain orderly and organized files, adhere to retention schedules, and archive departmental files.

Job Requirements

Education:

• High School Diploma or equivalent required.

Preferred Experience:

• Experience in invoice processing.
• Familiarity with accounting software (Oracle is a plus).
• Experience in timekeeping.
• Experience in a fast-paced environment.

Knowledge, Skills & Abilities:

• Accounting/auditing knowledge and skills.
• Self-directed with strong initiative.
• Organizational skills with the ability to multitask.
• Time management to meet deadlines.
• Analytical skills for continuous/process improvement.
• Strong oral and written communication.
• Detail-oriented.
• Interpersonal skills with a customer-focused approach.
• Proficient computer skills.

Software Proficiency:

• Required: Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Desired: Advanced Excel skills (pivot tables, reports, etc.).
• Preferred: Enterprise Solutions (Maximo, MRS, Oracle).

Behavioral Attributes:

• Maintain a professional demeanor and confidentiality with sensitive information.
• Demonstrate flexibility and adaptability to changing priorities with a sense of urgency.
• Handle multiple tasks and requests from other departments effectively.
• Work collaboratively in a team environment with diverse disciplines and backgrounds.
• Exercise independent judgment and discretion with minimal direction.
• Exhibit a positive attitude and commitment to excellent customer service.
• Self-motivated, strategic thinker, and problem solver.

Desired Qualifications:

• Provide advanced administrative support to the team, leveraging 6-10 years of experience to ensure smooth operations and efficient processes.
• Independently manage calendars, schedules, and appointments for team members, optimizing time management and prioritizing critical tasks.
• Coordinate and organize meetings, conferences, and events, including logistics, agendas, and follow-up actions, with meticulous attention to detail.
• Prepare and edit documents, reports, presentations, and correspondence, demonstrating a high level of proficiency in Microsoft Office Suite and other relevant software.
• Handle sensitive and confidential information with utmost discretion and professionalism, always maintaining a high level of confidentiality.
• Assist in budget management, expense tracking, and financial reporting, ensuring accuracy and compliance with organizational policies.
• Serve as a point of contact for internal and external stakeholders, providing exceptional communication and interpersonal support.

We provide supplemental employees to the region's most sought after power projects. We credit our success to the commitment we show to our job applicants. E Group Recruiters are here to make sure your job search experience is the best it can be. Our recruiters are experts in knowing what the client manager is looking for in a resume, what bill rate the market will bear, and how to make your application stand out among the rest. Our personal touch continues even after we've found the perfect job for you. All full-time employees are eligible to pay for full health and retirement benefits including BC/BS health and dental insurance, life and disability insurances, and 401K with an immediately vested match is available. We have a dedicated team to guide you through these benefits.

Company Description

We provide supplemental employees to the region's most sought after power projects. We credit our success to the commitment we show to our job applicants. E Group Recruiters are here to make sure your job search experience is the best it can be. Our recruiters are experts in knowing what the client manager is looking for in a resume, what bill rate the market will bear, and how to make your application stand out among the rest. Our personal touch continues even after we've found the perfect job for you. All full-time employees are eligible to pay for full health and retirement benefits including BC/BS health and dental insurance, life and disability insurances, and 401K with an immediately vested match is available. We have a dedicated team to guide you through these benefits.