Office Administrator

Job Description

Job Description

Engineered Systems & Services is seeking an office administrator coordinator for a busy and growing engineering firm in Suwanee, GA. This person must have at least 5 years of experience doing administrative work in an office setting, including working with accounting software. This position requires strong attention to detail, a high level of adaptability, and a high level of organizational skills that will accommodate working simultaneously on multiple projects and tasks.

Qualifications:

Education: Completion of an associate’s or bachelor’s +-degree in accounting, finance, business administration or similar is preferred.

Experience: 5+ years of in-office administration; work experience within an engineering firm is a plus.

Availability: Full time; Monday – Friday; 8 hours daily. Start date will be no later than 4/27/26.

Language: Speak and write English proficiently.

Required Skills:

· While the applicant does not need to be an accountant, the applicant must have experience with bookkeeping and working in QuickBooks (Desktop preferred) and ADP Run Payroll / HR platform.

· Proficient with Microsoft Office Applications - Word and Outlook.

· Proficient with creating, analyzing and managing data using Microsoft Excel spreadsheets.

· Strong technical and organizational abilities.

· Self-directed – able to work independently on multiple tasks simultaneously without supervision and meet established deadlines.

· Excellent communication skills, both verbal and written.

· Excellent writing, proofreading, and editing skills, requiring a strong knowledge of the rules of English.

· Able to learn new techniques and technologies as needed.

Major responsibilities will include, but are not limited to:

• Accounting - Vendor and contractor management, payroll and related documents, tax document preparation, financial reports, setting up bills, managing time sheets, assisting with budget creation.

• Human Resources (HR) – Coordinate benefit programs for health care, 401k, and time off with pay, etc., take care of related paperwork & compliance, update employee handbook, new hire onboarding and employee separation, assist with job postings, initial screenings.

• Business Registrations & Compliance – Maintaining business certification and registration renewals, business insurance coverage and annual audits, document management.

• Proposals Development – Assist with production of proposals in response to client solicitations. Maintain marketing materials as needed.

• Project Coordination - Enrolling new projects, setting up project kickoffs, creating and tracking invoices & payments, specifications editing assistance, creating client and subcontractor contracts, submittal & RFI management, updating project related documents and spread sheets, maintaining project COIs.

• General Office Management Duties – Manage business supplies inventory, managing service calls for office repair/service needs, arranging special events such as a new employee luncheons, administrative files management, responding to requests for business information by engineering managers, and other tasks as requested.

• Notary Public Services - Notarizing company documents.

Additional requirements:

• Evidence of educational credentials.

• Passing alcohol and drug testing.

• Passing criminal background check.

• Having a valid driver’s license.

• Verification of US citizenship or permanent legal resident status.

• Three character references, preferably from former or current employers.

Compensation: Office Administrator - full time, hourly non-exempt; hourly compensation $55,000 - $84,000, based on credentials and experience.

Why work for ESS?

Our company’s promise to our clients is the “Listen, Understand, and Deliver.” We listen to our clients intently to understand their needs, and we deliver beyond their expectations. That’s how we have developed our reputation for trustworthiness and professional excellence. We are looking for other like-minded professionals to join our team.

Benefits provided by Engineered Systems & Services:

• 401K with company matching.

• Health Reimbursement Arrangement (HRA): This flexible arrangement puts you in charge of your health care, with company reimbursements available for a wide variety of qualified plans.

• Dental & Vision Reimbursement plans.

• Paid Holidays - 8 Days.

• Time Off With Pay – 15 Days.

• Profit sharing eligibility.

ESS is an equal opportunity employer.