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Administrative Assistant

Brasfield & Gorrie

Atlanta, GA
Responsibilities

Position Summary
Brasfield & Gorrie is looking for an Administrative Assistant to support the senior management of the Design & Engineering department. Below are the main responsibilities for this position:

Responsibilities and Essential Duties include the following (other duties may be assigned):
  • Anticipate needs of department leaders and proactively manage priorities, deadlines, and follow-ups to keep operations running smoothly
  • Serve as a point of contact and liaison between department leadership and internal teams, clients, and outside vendors; handle sensitive information with discretion
  • Enter, maintain, and reconcile data in Deltek Ajera including project setup, time entry, and expense coding; serve as a department resource for Ajera-related questions and workflows
  • Compile and distribute weekly, monthly, and ad hoc reports; track key department metrics and flag discrepancies with a high degree of accuracy
  • Process and track invoices, purchase orders, and vendor documentation; coordinate with accounting to ensure timely and accurate billing
  • Assist with weekly timesheet entry and billable hour reporting
  • Draft, format, proofread, and distribute internal and external correspondence, reports, proposals, and presentations on behalf of department leadership
  • Assist with special reports to management as needed
  • Maintain and organize department digital filing systems, ensuring records are accurate, current, and easily retrievable
  • Manage and maintain Outlook calendars, schedules, appointments, contacts, etc.
  • Monitor manager email inboxes; respond to routine inquiries independently and escalate urgent or sensitive matters promptly to ensure timely action
  • Plan, facilitate, and schedule meetings, book conference rooms, and set up room when necessary
  • Make travel arrangements for business trips and conferences - airline, rental car, overnight accommodations, dinner reservations, etc. within Concur
  • Prepare expense reports in Concur System
  • Assist with event planning and management
  • Day-to-day administrative support for the Design & Engineering department
  • Other duties as assigned
Education - Skills - Knowledge - Qualifications & Experience
  • Must have practical knowledge of clerical functions such as typing, filing, answering phones
  • Minimum 5 years of experience in an office environment supporting others
  • Flexibility to travel quarterly during the week between Atlanta and Birmingham offices, with occasional overnight stays
  • Experience with a construction or consulting engineering company is not a requirement, but a plus
  • Proficient working knowledge of Microsoft Office Applications (Word, Excel, Outlook, etc.)
  • Demonstrated ability to learn new software quickly
  • Experience with Deltek Ajera is strongly preferred; candidates with Ajera proficiency will be prioritized, with expectations of comfort in project setup, time and expense entry, reporting, and day-to-day system navigation
  • Strong numbers mindset with the ability to work accurately with financial data, budgets, invoices, and reports; comfortable identifying and resolving discrepancies
  • Experience crafting, editing, and proofreading professional documents and correspondence
  • Excellent verbal and written communication skills
  • Exceptionally organized and detail-oriented; able to manage multiple priorities simultaneously without sacrificing accuracy or quality
  • Positive attitude and self-motivated
  • Customer service driven
  • Excellent interpersonal skills
  • Ability to work in teams and manage differing personalities

The above description covers the principal duties and responsibilities of the job. The description shall not, however, be construed as a complete listing of all miscellaneous, incidental, or similar duties which may be required from day-to-day. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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Vacancy posted 17 hours ago
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