Administrative AssistantBrasfield & 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:Anticipate needs of department leaders and proactively manage priorities, deadlines, and follow-ups to keep operations running smoothlyServe as a point of contact and liaison between department leadership and internal teams, clients, and outside vendors; handle sensitive information with discretionEnter, 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 workflowsCompile and distribute weekly, monthly, and ad hoc reports; track key department metrics and flag discrepancies with a high degree of accuracyProcess and track invoices, purchase orders, and vendor documentation; coordinate with accounting to ensure timely and accurate billingAssist with weekly timesheet entry and billable hour reportingDraft, format, proofread, and distribute internal and external correspondence, reports, proposals, and presentations on behalf of department leadershipAssist with special reports to management as neededMaintain and organize department digital filing systems, ensuring records are accurate, current, and easily retrievableManage 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 actionPlan, facilitate, and schedule meetings, book conference rooms, and set up room when necessaryMake travel arrangements for business trips and conferences – airline, rental car, overnight accommodations, dinner reservations, etc. within ConcurPrepare expense reports in Concur SystemAssist with event planning and managementDay-to-day administrative support for the Design & Engineering departmentOther duties as assignedEducation - Skills - Knowledge - Qualifications & ExperienceMust have practical knowledge of clerical functions such as typing, filing, answering phonesMinimum 5 years of experience in an office environment supporting othersFlexibility to travel quarterly during the week between Atlanta and Birmingham offices, with occasional overnight staysExperience with a construction or consulting engineering company is not a requirement, but a plusProficient working knowledge of Microsoft Office Applications (Word, Excel, Outlook, etc.)Demonstrated ability to learn new software quicklyExperience 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 navigationStrong numbers mindset with the ability to work accurately with financial data, budgets, invoices, and reports; comfortable identifying and resolving discrepanciesExperience crafting, editing, and proofreading professional documents and correspondenceExcellent verbal and written communication skillsExceptionally organized and detail-oriented; able to manage multiple priorities simultaneously without sacrificing accuracy or qualityPositive attitude and self-motivatedCustomer service drivenExcellent interpersonal skillsAbility to work in teams and manage differing personalitiesThe 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.