What are the responsibilities and job description for the Administrative Assistant position at LaBella Associates?
Essential Duties & Responsibilities:
- Daily handling of FedEx, certified mailings, accessing and distributing mail
- Office supply ordering for the Birmingham staff and office
- Printing, assembling, binding, and packaging documents
- Answering phones and forwarding messages as appropriate. Greeting visitors in the reception area
- Maintaining an organized mail room and print room and assist with ongoing office clean up
- Traveling to deliver submissions/proposals, etc, when needed
- Arranging travel accommodations
- Preparing contracts to send to clients and maintaining contract database
- Compiling and emailing invoices to clients
- Maintaining operation of kitchen
- Organizing holiday party
- Maintaining monthly safety inspection form
- Business license renewals
- Entering laboratory analytical data and field data into excel spreadsheets
- Maintaining vehicle maintenance spreadsheet and backlog spreadsheet
Also assisting with:
- Deltek data entry and assist with setting up opportunities and jobs
- Posting Receipts
- Expense reports
- Additional tasks as needed
- High school diploma required
- Minimum of 5 years of administrative office experience
- Above average skills in Microsoft Word, Excel, Publisher, PowerPoint, and Outlook (including mail merging, labels, tables, charting, and calendaring)
- Demonstrated competency in MS Office Suite. Deltek Vision experience a plus
- Excellent written and verbal communication skills and analytical /problem solving skills
- Excellent organizational and time and task management skills
- Interpersonal skills dealing with internal and external individuals at all levels are critical
- Experience and knowledge of engineering industry as well as project management knowledge
- The ability to work independently; be a self-starter with excellent anticipation, prioritization and follow up skills
- Strong interpersonal, organization, and communication skills, including accurate grammatical abilities and a basic understanding of accounting practices
- Attention to detail, proof reading and accuracy is essential
- Must be responsible, dependable, and have professional appearance and demeanor
- Must be prompt and have an outstanding attendance record
Preferred Qualifications:
- Associate degree in secretarial science of business management or equivalent experience preferred
- Collaborative approach in interactions with co-workers
Body, mind, and wallet—LaBella's benefits support a holistic approach to your health and wellness, creating the foundation for physical, mental, and financial well-being. Our benefit offerings cover the must-haves (healthcare and retirement), the just-in-cases (insurances and employee assistance programs), and the cherry-on-tops (fitness reimbursements, year-end incentive pay, and tuition assistance). Visit our website for more details on benefits listed below.
o Flexible Work Schedule
o Health/Dental Insurance
o 401k Plan with Employer Match
o Short & Long Term Disability
o Profit Sharing
o Paid Time Off
o Leadership Development Program
o Fitness Reimbursement
o Tuition Reimbursement
o Referral Bonus Program
o Wellness Program
o Team Building Events
o Community Service Events
