Administrative Associate

Job Title: Administrative Associate

Job Description

This Administrative Associate role provides comprehensive administrative and operational support to business units and departmental teams by coordinating office activities, managing records, preparing reports, and supporting daily business operations. The position serves as a central point of contact for employees, vendors, and internal stakeholders, ensuring efficient administrative processes, accurate documentation, and exceptional customer service in a fast-paced environment.

Responsibilities

• Provide proactive administrative support to assigned departments and leadership teams to ensure smooth day-to-day operations.
• Maintain employee attendance and timekeeping records, and generate related reports with accuracy and timeliness.
• Process expense reports, assist with reimbursement activities, and ensure documentation complies with established procedures.
• Manage physical and electronic filing systems and maintain organized, up-to-date records for easy retrieval.
• Order and maintain office supplies and equipment, monitoring inventory levels and coordinating replenishments as needed.
• Coordinate travel arrangements and related logistics, including transportation, accommodations, and itineraries.
• Schedule meetings, coordinate calendars, and prepare meeting materials, agendas, and minutes as required.
• Gather, compile, and analyze data to prepare clear and accurate reports, presentations, and other business documents.
• Maintain records retention and document management processes in accordance with organizational standards and policies.
• Support organizational safety, compliance, and business initiatives by following established procedures and documentation requirements.
• Coordinate communication with vendors and service providers regarding office equipment, maintenance, and administrative services.
• Assist with employee programs, recognition activities, and departmental events by coordinating logistics and communications.
• Support workforce administration activities, including leave tracking, personnel documentation, and related recordkeeping.
• Review and verify documentation for accuracy, completeness, and compliance with established guidelines.
• Provide backup support for administrative functions across departments as needed to ensure continuity of operations.
• Deliver excellent customer service to internal and external stakeholders by responding promptly and professionally to inquiries and requests.
• Build and maintain positive working relationships with colleagues, leadership, vendors, and other stakeholders.
• Demonstrate flexibility and adaptability by taking ownership of assignments and following through to completion, even in a changing work environment.

Essential Skills

• High school diploma or equivalent.
• Experience coordinating meetings, travel, calendars, and report preparation.
• Strong proficiency in Microsoft Office applications, including word processing, spreadsheets, presentations, and email.
• Demonstrated ability to handle sensitive information with discretion and maintain confidentiality.
• Strong organizational and time management skills with the ability to manage multiple priorities simultaneously.
• High attention to detail and accuracy in documentation, recordkeeping, and data entry.
• Ability to make sound administrative and procedural decisions within established guidelines.
• Strong written and verbal communication skills for interacting with diverse stakeholders and preparing professional documents.
• Proficiency in creating, editing, and maintaining documents, reports, and presentations.
• Strong problem-solving skills and a customer service mindset when addressing inquiries and resolving issues.
• Ability to build effective working relationships across all levels of the organization.
• Demonstrated professionalism, integrity, and accountability in daily work.
• Ability to work collaboratively as a team member while supporting organizational goals.
• Commitment to safety, compliance, and continuous improvement in administrative processes.

Additional Skills & Qualifications

• Associate degree, vocational training, or relevant administrative certification preferred.
• Three to five years of administrative support experience preferred.
• Experience with business, financial, human resources, or timekeeping systems preferred.
• Accounts payable or expense processing experience preferred.
• Experience supporting multiple departments in a fast-paced environment preferred.
• Positive attitude and strong ethical standards.
• Ability to maintain flexibility and adaptability in a changing work environment.
• Experience coordinating employee programs, recognition activities, and departmental events is a plus.

Work Environment

This role is based onsite at Wilsonville, AL location, providing in-person administrative support to multiple departments and stakeholders. The position operates in a professional office environment that requires regular use of standard office technologies such as computers, printers, copiers, and timekeeping systems. The work involves frequent interaction with employees, leadership, and vendors, as well as coordination of meetings, travel, and office logistics. The schedule typically follows standard business hours, with the need to manage multiple tasks and deadlines in a dynamic, fast-paced setting while maintaining a professional appearance appropriate for an office environment.

Job Type & Location

This is a Contract position based out of Wilsonville, AL.

Pay and Benefits

The pay range for this position is $20.00 - $25.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Wilsonville,AL.

Application Deadline

This position is anticipated to close on Sep 29, 2026.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email actalentaccommodation@actalentservices.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.