Administrative Assistant

Position Overview:

We are looking for a detail-oriented and dependable Administrative Assistant to support our office operations in Duncanville, AL. This role plays a key part in ensuring smooth day-to-day activities by assisting the bookkeeper, tracking project costs, managing employee travel logistics, processing invoices, and maintaining accurate timekeeping records.

Key Responsibilities:

• Upload and organize financial documentation and receipts into QuickBooks for the bookkeeping team.

• Track and update project costs and budgets in Excel, ensuring data is current and accurate.

• Coordinate internal employees’ travel arrangements, including flights, lodging, rental vehicles, and itineraries.

• Assist with preparing and issuing client invoices based on project billing schedules and timesheets.

• Collect, verify, and track employee timecards, ensuring completeness and timely submission.

• Maintain organized digital and physical filing systems for administrative and financial records.

• Support general office functions including answering phones, scheduling meetings, and ordering office supplies as needed.

Required Qualifications:

• High school diploma or GED required; Associate’s degree or relevant certification in Office Administration or Accounting preferred.

• 2+ years of experience in an administrative or office support role.

• Proficiency in Microsoft Excel (formulas, data entry, formatting) and QuickBooks Online or Desktop.

• Excellent organizational and time management skills with the ability to manage multiple priorities.

• Strong attention to detail and a high level of accuracy in data entry and recordkeeping.

• Professional communication skills, both written and verbal.

• Ability to handle confidential information with discretion.

Preferred Qualifications:

• Prior experience in a construction, engineering, or project-based environment.

• Familiarity with invoicing systems and basic accounting principles.

• Comfort working independently in a small office or field-office environment.