Senior Administrative Assistant

Job Description

Job Description

Administrative Assistant - Environmental Affairs, Lab and Field Services
Immediate W2 contract position available in Calera, AL
Estimated Duration: 3 years

Job Summary:

• We are seeking a highly organized and experienced Administrative Assistant to support approximately 70 employees, as well as supplemental workers, in the Environmental Affairs Lab and Field Services. This role reports directly to the General Manager (GM) and is crucial for ensuring smooth operations within the department.

Assignment Schedule:

• Monday-Friday is a typical fully on-site assignment, but there is some flexibility with timing based on the workgroup’s schedule.
• Some work longer days and have some flex time every other Friday, and others prefer a more routine schedule.

Background:

• This position is the only administrative role supporting approximately 70 employees, as well as supplemental workers, in the EA Lab and Field Services and reports directly to the General Manager (GM). The position provides administrative support related to timekeeping, travel, expenses, calendar management for GM, planning meetings and events, and miscellaneous department requests for supplies and support.
• The Administrative Assistant performs critical accounting functions such as tracking contracts, initiating PR/POs, and processing invoices for payments, which require proficiency in Oracle and Maximo systems. The nature of the Environmental Affairs budget also requires this position to assist with accounting responsibilities.
• The position is a key point of contact and handles many customer needs, including interacting with customers who deliver time-sensitive samples to the lab. The role helps direct customers to the right project manager for sample processing. Moreover, coordinating various maintenance and repair requests and addressing safety concerns with the Facilities Services Organization are essential job functions.

Key Responsibilities:

• Provide expert-level administrative support related to timekeeping, travel, expenses, and calendar management for the General Manager. Additionally, provide support to employees related to these administrative responsibilities.
• Lead the coordination, organization and planning of high-profile meetings, conferences, and events, including all logistics, agendas, and follow-up actions.
• Perform critical accounting functions such as tracking contracts, initiating Purchase Requisitions (PRs) and Purchase Orders (POs), processing invoices for payments, and completing lab and field billing. These tasks require proficiency in Oracle and Maximo systems.
• Strong attention to detail is required to provide effective administrative support, as well as accurate information and reporting.
• Conduct research to gather and analyze data and compile comprehensive reports to support strategic decision-making and planning. Assist with budget tracking, expense tracking, and financial reporting, ensuring accuracy and compliance with company policies.
• Demonstrate a safety-first mindset and wear appropriate personal protective equipment (PPE), when needed.
• Provide exceptional customer service and act as a key point of contact for customer needs and stakeholders. This includes interacting with and assisting customers who deliver time-sensitive samples to the lab.
• Demonstrate strong communication and interpersonal skills, with the ability to interact effectively with a diverse group of employees and stakeholders.
• Prepare, edit, and review complex documents, reports, presentations, and correspondence, demonstrating an advanced level of proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Coordinate various maintenance and repair requests and address safety concerns with the Facilities Services Organization.
• Handle highly sensitive and confidential information with utmost discretion and professionalism, always maintaining a high level of confidentiality.
• Provide miscellaneous department requests for supplies and support. Routinely order supplies needed to maintain effective operations.

Requirements:

• At least 5-10 years of experience providing expert-level administrative support.
• Previous experience as an administrative assistant with a strong track record of performance is highly preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software is required.
• Minimum of a Bachelor’s degree required and administrative assistant certifications appreciated.
• Demonstrated experience and proficiency with Company's Enterprise Foundation systems including Oracle, Maximo, Timekeeping, and PaySource are highly preferred.
• Ability to manage calendars, schedules, and appointments independently.
• Experience in organizing high-profile meetings, conferences, and events, including logistics, agendas, and follow-up actions.
• Strong communication and interpersonal skills to interact effectively with diverse stakeholders.
• Ability to handle highly sensitive and confidential information with discretion and professionalism.
• Experience in budget management, expense tracking, invoicing and financial reporting.
• Soft Skills: The manager is seeking someone who demonstrates strong professionalism, a nurturing demeanor, a heart for serving others, a customer-focused attitude, and an accommodating approach.

Accounting and Budgeting Responsibilities:

• Ability to create Purchase Requisitions (PRs) in Maximo and manage Purchase Orders (POs) in Maximo; ability to code non-PO invoices and submit to approver in Oracle.
• Experience processing and tracking invoices in Oracle. Ability to receive e-mail requests with invoices from requestors and submit invoices to Accounts Payable (AP) for payment, including both PO invoices and non-PO invoices (~50 per month).
• Ability to learn company procurement and payment procedures, log invoices submitted to Accounts Payable (AP) into spreadsheet, and track status through being paid.
• Demonstrate adaptability to learn accounting system (e.g., POETs), look up POs and contracts in Maximo, look up invoices and determine status in Oracle; understand invoice holds process and work with AP to release or resolve holds.

Required/Preferred Qualifications:

• Education: Minimum of a Bachelor's degree
• Certifications: Administrative assistant certifications are appreciated but not required

If you already have a resume on file with The E Group and would like to be considered for this position, simply email your note of interest to The E Group at [email protected].

Why Choose The E Group? We are an award winning firm recognized for having an outstanding reputation with our clients and employees. All contractors are eligible for full group health and dental benefits, 401K with matching, and various insurances. Generous living expenses are given to help those who relocate or have duplicate housing. Unique Perks available to those assigned in Birmingham, Alabama: Fully Furnished Townhomes available on a first come, first served basis; complimentary on-site banking available to all.

For immediate consideration simply attach your resume to this posting or email your resume to [email protected]. All applicants will receive feedback once position closes. 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.

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.