What are the responsibilities and job description for the Administrative Assistant and Project Coordinator position at Rocksmith Geoengineering?
Job description
Rocksmith Geoengineering, LLC is seeking an Administrative Assistant and Project Coordinator to add to our St. Louis, Missouri team. This position is expected to begin in April 2025.
Rocksmith is an employee-owned company based in the St. Louis, Missouri area that aims to provide excellent service to our clients and a great work environment for Engineers, Geologists and Scientists and team members that support them. Rocksmith provides technical services in support of geological engineering, geotechnical engineering, environmental engineering, hydrogeology, and mining engineering projects throughout the United States. Our St. Louis, Missouri based team currently has a position open for an Administrative Assistant and Project Coordinator who will also assist with administrative needs of the company. Candidates should be experienced in concepts of project coordination, organization, and administrative tasks, including functional knowledge of Microsoft Office and Adobe Acrobat. Successful candidates should have an interest in assisting engineers and scientists to more effectively manage and track their projects, as well as assisting in administrative needs of the company.
Job responsibilities may include, but are not limited to:
· Project Coordination:
o Open and close projects in QuickBooks Online (QBO)
o Set up projects on SharePoint
o Assist with establishing project controls and tracking for new and existing projects
· Accounting Assistance:
o Track/check/update bank accounts in QBO
o Assist with Reconciliation of Accounts in QBO
o Manage employees for timekeeping access, setup in QBO
· Payroll:
o Assist with onboarding of new employees
o Assist with review of timesheets (weekly)
o Assist with review of expense reports (every 2 weeks for payroll period)
o Enter expense reimbursements in Gusto for payroll (every 2 weeks)
· Invoicing:
o Generate spreadsheet report of hours by client/employee for invoices (monthly)
o Add projects expenses, sub-invoices, hours to prepare invoices (monthly)
o Review/approve truck/equipment billing sheets (monthly with invoicing)
o Email/submit invoices to clients (monthly)
o Update spreadsheet for tracking invoice submittal, notes
o Check outstanding invoice status in QBO (weekly)
o Assist with compiling/issuing client invoices
Qualifications
· Associate or Bachelor’s degree in business administration or related field relevant to the responsibilities described above.
· Valid United States Driver's License.
· Ability to organize projects and project systems.
· Punctual, ability to work normal work week (5 days per week, 8am to 5pm in office) with optional 1 day at home each week
· Proficient in the use of Microsoft products including Word, PowerPoint, Excel, SharePoint, etc.
· Willingness to work on a wide variety of projects and performing a variety of tasks that are conducive to project specific requirements as needed.
· Strong communication skills.
· Organized and able to efficiently prioritize work to meet project schedules in a dynamic work environment.
· Ability to work as part of a team or independently with minimal supervision to meet company and project objectives.
· Safety conscience worker, who can meet the health, safety, security, and environmental policies and requirements of our clients.
Rocksmith expects this role to develop as the company grows, and are looking for an adaptable individual interested in growing with the company.
Job Type: Full-time
Work Location: In person