Administrative Assistant

Job Description

Job Description

Position OverviewThompson Engineering is seeking an Administrative Assistant. 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 ResponsibilitiesAdministrative SupportCoordinate schedules for assigned personnelPrepare correspondence, reports, and other client-related documents from dictation, handwritten materials, and general directionsEnsure accuracy and clarity of all outgoing materials before submissionSet up and maintain project and activity filesPrepare project setup information and project profiles for billing purposesMaintain records of engineers' licensure, training, and certificationsPrepare agendas and meeting notes for staff and in-house meetingsMaintain current client information and assist with client communicationsAssist in billing, invoice review, and tracking project expendituresPerform additional tasks as assigned by supervisorOffice & Reception DutiesServe as backup for answering office phones and providing receptionist supportGreet and direct visitors professionally and courteouslyAssist in ordering and tracking office suppliesHelp plan or support company events, meetings, and luncheonsCompliance & Other ResponsibilitiesConduct all work activities in compliance with Thompson Holdings, Inc. Health, Safety & Environmental Management System policies and proceduresAttend and actively participate in safety meetings and related initiativesProcess expense reports, invoices, and basic accounting tasksPerform additional duties to support the fast-paced nature of the businessQualificationsMinimum RequirementsAssociate 's degree in a relevant field (required); Bachelor's degree preferred3–5 years of experience in a professional office environmentStrong organizational skills and professional appearanceDemonstrated helpful, professional demeanor appropriate to an office settingExcellent 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 licenseWillingness to work flexible schedules and overtime as neededPhysical RequirementsAbility to sit for extended periods while operating a computer and office equipmentAbility to stoop and bend for filingAbility to communicate clearly, both verbally and in writingAbility to safely operate a motor vehicleAbility to lift and carry up to 25 lbs.About Thompson EngineeringFounded in 1953, Thompson Engineering provides quality assurance and professional services for construction projects supporting industrial, infrastructure, and community development. Our services include drilling, materials testing, construction inspection, chemistry laboratory services, engineering design, environmental assessments, surveying, geotechnical studies, and construction management. Today, Thompson Engineering is recognized for leadership on projects that define skylines, coastlines, and transportation networks across the Southeast. From project planning and design through construction and completion, we deliver innovative solutions to complex infrastructure and building challenges for industrial, commercial, transportation, federal, and municipal clients.Equal Employment Opportunity EmployerWe are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other characteristic protected by applicable federal, state, or local law.