Administrative Assistant

Job Full Description

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Administrative Assistant


Fort Myers, FL

Position Overview


Express Employment Professionals is seeking a highly organized and detail-oriented Administrative Assistant to support a busy engineering office in Fort Myers. This role requires a strong administrative background along with experience in accounting functions, including billing, accounts receivable, accounts payable, and collections.


The ideal candidate is a self-starter who is comfortable managing multiple priorities, supporting project operations, and working independently in a professional office environment. This position will assist with project setup, billing, client and vendor management, HR paperwork, office operations, and preparation of engineering reports and proposals.

Schedule & Pay

• Monday - Friday
• 8:00 AM - 5:00 PM (1-hour unpaid lunch)
• $26.00 - $27.00 per hour
• On-site position

Essential Job Functions

• Set up clients and projects within the ERP system.
• Prepare and process project billing, invoices, change orders (COs), and purchase orders (POs).
• Manage accounts receivable, collections, and accounts payable processing.
• Update and monitor project budgets and financial information.
• Assist with electronic timesheet entry, review submissions for accuracy, and ensure timely completion.
• Set up and maintain vendor records and related documentation.
• Assist HR with onboarding paperwork and administrative tasks.
• Order and maintain office, field, and safety supply inventory.
• Manage incoming and outgoing mail, courier services, and general office logistics.
• Answer and route incoming phone calls while professionally assisting office visitors.
• Prepare, edit, format, and distribute engineering reports, proposals, and project documents.
• Provide general administrative and operational support as needed.

Requirements

• Minimum of one year of experience in accounts receivable, accounts payable, collections, or project billing.
• Strong proficiency in Microsoft Word, Excel, Outlook, and Adobe Acrobat.
• Experience creating accurate billing documentation and meeting deadlines.
• Ability to learn and become proficient with ERP accounting systems and project billing processes.
• Strong organizational skills with excellent attention to detail and the ability to multitask effectively.
• Professional communication skills with the ability to build positive relationships with clients, vendors, and internal teams.
• Strong customer service, written communication, and problem-solving abilities.
• Ability to work independently while also contributing as part of a team.
• Reliable attendance and professionalism.

Preferred Qualifications

• Experience working in an engineering, architectural, consulting, construction, or similar professional services environment.
• Experience with project billing, ERP systems, or accounting software.
• Florida Notary certification or ability to become commissioned.

Fort Myers (Northeast Corridor), FL
1518
7370 College Parkway
Suite 304
Fort Myers, FL 33907