Office Assistant

Job Description

Job Description

We are looking for a part time Accounting/Admin Assistant to support the Michigan leadership and technical teams. This position will provide administrative / business development support for our local office as well as assistance to other offices as needed. This position will support the overall office activities including receiving, mail, and facilities management. Working closely with Project Managers, Engineers, Geologists and Hydrogeologists with project-related tasks. Schedule is M,W,F 8-5pm

Key Responsibilities & Tasks include the following:
 Assist in formatting / processing project reports, developing spreadsheets, monthly invoicing, processing client & overhead invoices from this office to Accounts/Payable (AP), fielding of AP queries, and formatting / assembling proposals.
 Support to accounts receivable actions comprising tracking and client inquiries for non-payments if Project Managers require support.
 Preparation of documents, correspondence and proposals using Adobe, Word, and Excel applications at an advanced level of competency.
 Provide contract administration, which includes the review, processing of subcontractor agreements and purchase orders.
 Update and maintain Salesforce opportunity tracking software as required.
 Assist with project setup / updates in Deltek’s Vision software.
 Serve as the initial telephone and office contact for clients, vendors, service providers and visitors and will initiate follow-up contact as required and needed.
 Interface with building management / landlords.
 Maintain records and organize filing and archive system to facilitate the expeditious retrieval of information as needed.
 Assist with special projects requested by local or corporate office staff.

Requirements
 High School Diploma required, Associates degree or Bachelor degree preferred
 2 to 5 years of experience supporting multiple project managers in an engineering, consulting, or construction environment.
 Proficient in Microsoft Office (Word, Excel, SharePoint, PowerPoint)
 Strong verbal, written, interpersonal and communication skills
 Must be a self-starter and able to work in an organized manner with limited supervision.
 Must be detail oriented and organized.
 Ability to manage priorities with various independent teams.
 Must have a sense of urgency, be self-motivated, team oriented, and collaborative.Administrative Office, Maintain Office Supplies, Receptionist Duties, Accounts Receivable (AR)