Administrative Assistant

Administrative Assistant

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:

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.