Administrative Assistant

Job Description

Job Description

Position Overview

Thompson Engineering is seeking an Administrative Assistant to join our Corporate Headquarters in Mobile, Alabama . This role provides essential clerical and office support to ensure the efficient day-to-day operations of the office.

The Administrative Assistant will report directly to a senior-level Administrative Assistant and will receive task-specific direction from staff at various levels of the organization. This position will also serve as the first point of contact for visitors and will work closely with multiple departments across the company.

Key Responsibilities

Administrative Support

• Coordinate schedules for assigned personnel
• Prepare correspondence, reports, and other client-related documents from dictation, handwritten materials, and general directions
• Ensure accuracy and clarity of all outgoing materials before submission
• Set up and maintain project and activity files
• Prepare project setup information and project profiles for billing purposes
• Maintain records of engineers' licensure, training, and certifications
• Prepare agendas and meeting notes for staff and in-house meetings
• Maintain current client information and assist with client communications
• Assist in billing, invoice review, and tracking project expenditures
• Perform additional tasks as assigned by supervisor

Office & Reception Duties

• Serve as backup for answering office phones and providing receptionist support
• Greet and direct visitors professionally and courteously
• Assist in ordering and tracking office supplies
• Help plan or support company events, meetings, and luncheons

Compliance & Other Responsibilities

• Conduct all work activities in compliance with Thompson Holdings, Inc. Health, Safety & Environmental Management System policies and procedures
• Attend and actively participate in safety meetings and related initiatives
• Process expense reports, invoices, and basic accounting tasks
• Perform additional duties to support the fast-paced nature of the business

Qualifications

Minimum Requirements

• Associate's degree in a relevant field (required); Bachelor's degree preferred
• 3–5 years of experience in a professional office environment
• Strong organizational skills and professional appearance
• Demonstrated helpful, professional demeanor appropriate to an office setting
• Excellent time management and communication skills (written and verbal)
• Proficiency with Microsoft Word, Excel, and Outlook (required); PowerPoint, Microsoft Office 365, Copilot, and Adobe Standard (preferred)
• Valid driver's license
• Willingness to work flexible schedules and overtime as needed

Physical Requirements

• Ability to sit for extended periods while operating a computer and office equipment
• Ability to stoop and bend for filing
• Ability to communicate clearly, both verbally and in writing
• Ability to safely operate a motor vehicle
• Ability to lift and carry up to 25 lbs.