Administrative Assistant

Brasfield & Gorrie

Atlanta, GA

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JOB DETAILS

SKILLS

Accounting, Administrative Skills, Billing, Budgeting, Calendar Management, Car Rentals, Communication Skills, Conference Management, Conferences, Construction, Customer Support/Service, Deltek Accounting Software, Detail Oriented, Documentation, Engineering Consulting, Establish Priorities, Event Management, Expense Reporting Software, Expense Reports, Financial Reporting, Interpersonal Skills, Leadership, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft Word, Multitasking, Organizational Skills, Presentation/Verbal Skills, Proofreading, Purchase Orders, Reconciliation, Team Player, Technical/Engineering Design, Telephone Skills, Time Management, Travel Planning, Typing, Writing Skills

LOCATION

Atlanta, GA

POSTED

1 day ago

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.

Administrative Assistant

Brasfield & Gorrie

Atlanta, GA

About the Company

Brasfield & Gorrie

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