Administrative Assistant Office Manager

Alpha is a small environmental consulting and engineering firm located in Asheville NC.  We are seeking a highly qualified Administrative Assistant/Office Manager who will take on a significant role supporting all functions and departments. The right candidate will be an experienced Administrative Assistant/Office Manager who can apply their strong technical skills and business acumen to efficiently execute workflows. This individual will be responsible for providing high-level administrative support to several team members, department heads, including the Company principle.

Representative Responsibilities

·        Assist department heads and project managers with generation of figures, maps, charts, and graphs, needed for a clients’ report. Proof read reports for format, content, organization, grammar, etc. prior to distribution.

·        Field in-coming calls assessing a callers’ needs, providing general information on the services offered, and collecting pertinent information for proposal generation.  Initiate proposal generation for the attained information and distribute to the appropriate department head for finalization. Submit proposals and follow up for securing approval by the client.

·        Contract and coordinate subcontractors as needed and check subcontractor invoices for accuracy and completeness of contracted work. Secure insurance and tax documents from subcontractors.

·        Enter invoices, schedule payments, prepare invoices, and track expenses.

·        Perform limited HR functions related to tracking and reporting paid time off and absenteeism, weekly time records for hourly employees, new employee induction,

·        Order and maintain supplies needed for the office and field operations.

·        Maintain and organize department spreadsheets and innovate streamlining spreadsheet processes. 

·        Retrieve data from internal databases, electronic field report databases, and assemble into reports for distribution.

Minimum Qualifications

• 4 years’ experience in an administrative environment in the high-tech industry or engineering firm.
• A minimum of two years of experience supporting a department head, principal, and above.
• Advanced knowledge of Windows desktop computer applications, tablets, laptops: Google Works, Outlook, Word, Excel, PowerPoint.

Desired Skills

• Excellent verbal and written communication skills including the ability to communicate with all levels of Executive/Senior staff and clients.
• Great attention to detail and the maturity to handle confidential information.
• High skill level in creating fillable documents in Excel, PDF, or similar formats.
• High skill level in Google Works.
• Champions improvements in report formats and templates. Solves problems and makes decisions. Demonstrates leadership.
• Works in an organized and focused manner. Proactive by nature.

This is a full time salaried position M-F, 8 am – 5 pm.  Flex time is available to high performing individuals to accommodate personnel or family schedules. Interviews for this opening will be conducted via video calls followed by invitation for an in-person interview to qualified applicants.

And while your skill set is important to us, your attitude is just as significant. Our team is made up of emotionally healthy people who genuinely enjoy working together and supporting each other. We do this in a drama-free work culture based on trust, respect, and humility. We promote based on consistent, quality performance and we support and nurture our team members' professional and technical development through paid training and certification programs because we promote from within whenever possible.