Administrative Assistant

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.