Administrative Associate

Administrative Ardaman & Associates, Inc. is one of the largest geotechnical engineering and materials testing consulting firms in the Southeastern U.S. Over our history, we have worked on more than 150,000 projects throughout the Southeast, the U.S., and worldwide. This vast list of project experience includes services for virtually every type of public and private client associated with industrial, commercial and infrastructure projects. An opportunity is available in our Orlando Branch office for a highly organized, proactive, and versatile Branch Administrator. This role supports daily branch operations, project administration, billing, vendor management, and general office coordination in a professional engineering firm environment. Essential Job Functions: Set up clients and projects in the ERP system. Prepare and process project billing, invoices, change orders (COs), and purchase orders (POs). Handle accounts receivable, collections, and accounts payable processing. Update and monitor project budgets and financial information. Assist staff with electronic timesheet entry, review timesheets for completeness, and help ensure timely submission. Set up and maintain vendor records and related documentation. Assist HR with onboarding paperwork and related administrative tasks. Order and maintain office, field, and safety supplies. Manage incoming and outgoing mail, courier services, and general office logistics. Answer and route incoming phone calls and greet office visitors professionally. Prepare, format, and distribute engineering reports, proposals, and related project documents. Perform other duties as assigned to support project and office operations. Requirements: Minimum of one year of experience in accounts receivable, accounts payable, collections, or project billing. Proficient in Microsoft Word, Excel, Outlook, and Adobe Acrobat. Proven record of billing accuracy and consistently meeting billing deadlines and management objectives. Ability to learn and become proficient with billing and project administration in an ERP accounting system. Must be professional, organized, and detail-oriented, with strong multitasking, time-management, and prioritization skills. Demonstrated ability to build and maintain positive, cooperative working relationships. Strong customer service, verbal communication, and professional writing skills. Self-starter with solid analytical and problem-solving abilities who can work independently and as part of a team. Reliable and dependable attendance. Preferred Qualifications: Experience working in an engineering, architectural, consulting, or construction-related firm and performing similar responsibilities. Experience with project billing and ERP accounting software. Physical Requirements: Ability to perform office-based work using a computer, phone, and standard office equipment for extended periods. Ability to perform routine office tasks, including typing, data entry, copying, filing, binding, answering phones, handling mail, and managing supplies. Work Environment / Environmental Factors: In-office presence is required Monday through Friday, 8:00 a.m. to 5:00 p.m., with a one-hour unpaid lunch break; occasional extended hours may be required to meet business needs. Office-based work environment. Frequent interaction with staff, clients, vendors, subcontractors, and service providers. Additional Information: Must successfully pass all position screening requirements, including background, reference, criminal history, and drug testing, as well as any additional required screenings. We offer a comprehensive benefits program including medical, dental, vision, life insurance, paid time off, 401(k) with company match, and much more. We are proud to be an Equal Opportunity Employer. All qualified candidates will be considered without regard to race, color, religion, national origin, age, disability, sex, marital or familial status, status as a protected veteran, or any other characteristic protected by law. Ardaman is a Drug Free Workplace. We invite applications from all interested parties. No agencies.