Administrative Assistant

Are you seeking a dynamic and rewarding administrative role? Join our team as an experienced Administrative Assistant and play a pivotal part in supporting our Mid-Atlantic Region operations in Camp Hill, PA. In this multifaceted role, you'll have the opportunity to showcase your exceptional organizational and interpersonal skills. Your responsibilities will encompass a diverse range of tasks, from providing crucial support to our senior project manager in the project delivery process and invoicing clients to overseeing office supplies and making travel arrangements. We're seeking a proactive individual who thrives in a collaborative environment and is eager to roll up their sleeves to support the team wherever needed. Key Responsibilities: Administrative Support:
- Respond to emails, letters, and phone calls promptly and professionally
- Maintain inventory and order office supplies as needed
- Schedule and coordinate meetings, travel, conferences, and training activities
- Review and maintain up-to-date project logs and documentation
- Collaborate with remote project field offices to ensure seamless document management Billing/Invoicing: - Assist in reviewing timesheets, direct expenses, and project mileage for accurate invoicing
- Collect and account for all direct cost receipts associated with projects or overhead
- Track outstanding balances and ensure timely client payments
- Facilitate the submission of sub-invoices Accounts Receivable/Accounts Payable: - Monitor accounts receivable and follow up with clients for prompt payment of invoices Staff Time Management: - Assist in ensuring staff timesheets are accurately entered and signed for invoicing preparation Project Management:
- Assist in completing project start-up forms and setting up file structures
- Facilitate project close-out procedures, including communication, insurance termination, and file archiving Documentation/Tracking: - Manage the document control system for the respective program Human Resources: - Familiarize yourself with company benefits and policies
- Coordinate and facilitate onboarding and orientation for new hires Additional Responsibilities:
- Obtain price proposals for various project equipment needs
- Assist with inventory management Qualifications: - High school education or equivalent, with a minimum of 3+ years of administrative support experience
- Professional office etiquette and exceptional customer service skills
- Knowledge of PennDOT and/or DOT processes (preferred)
- Accounting knowledge (preferred)
- Previous experience with Deltek software (preferred)
- Proficiency in MS Office suite, including intermediate to advanced skills in Excel, Word, and Project
- Desire to work in financials, including accounts payable and receivable
- Willingness to work full-time in an office environment Ideal Candidate Profile: - Brand ambassador for the company, promoting diversity and inclusion
- Self-motivated and accountable in a team environment
- Able to exercise initiative and independent judgment in problem-solving
- Excellent verbal and written communication skills
- Capable of multitasking in a collaborative team setting We offer a competitive compensation package, along with opportunities for professional growth, work-life balance, and engaging projects that make a meaningful impact. Join our team and embark on a rewarding career path that truly makes a difference. To apply, please submit your resume and cover letter highlighting your relevant experience and qualifications.
Employment Type: Full-Time
Salary: $ 17.00 24.00 Per Hour