Administrative Assistant

Overview

Johnson Service Group (JSG) is seeking an experienced Administrative Assistant to fill a contract assignment in Calera, Alabama. This role supports the Environmental Affairs Lab and Field Services groups and reports directly to the General Manager (GM).

• Provide expert-level administrative support related to timekeeping, travel, expenses, and calendar management for the General Manager, and assist employees with these administrative responsibilities.
• Lead the coordination, organization, and planning of high-profile meetings, conferences, and events, including all logistics, agendas, and follow-up actions.
• Perform critical accounting functions such as tracking contracts, initiating PRs/POs, processing invoices for payments, and completing lab and field billing using Oracle and Maximo.
• Maintain attention to detail to provide accurate information and reporting; conduct research to gather data and compile reports for strategic decision-making and planning.
• Assist with budget tracking, expense tracking, and financial reporting, ensuring accuracy and compliance with company policies.
• Demonstrate a safety-first mindset and wear appropriate PPE when needed; coordinate maintenance and safety concerns with Facilities Services.
• Provide exceptional customer service as a key point of contact for customers delivering time-sensitive samples to the lab, and direct customers to the appropriate project manager as needed.
• Prepare, edit, and review complex documents, reports, presentations, and correspondence using Microsoft Office and other relevant software.
• Coordinate maintenance and repair requests and address safety concerns with Facilities Services.
• Handle highly sensitive and confidential information with discretion and professionalism; routinely order supplies and support department operations.

• Create Purchase Requisition s (PRs) and manage Purchase Orders (POs) in Maximo; code non-PO invoices and submit to the approver in Oracle.
• Process and track invoices in Oracle; handle PO and non-PO invoices (~50 per month) and coordinate with Accounts Payable (AP) for payment.
• Learn APC procurement and payment procedures, log invoices, and track payment status; understand invoice holds and resolve issues with vendors.

• Education:
  
  Minimum of a Bachelor’s degree required; administrative assistant certifications are appreciated.
• Experience:
  
  5–10 years of expert-level administrative support; prior experience as an administrative assistant with a strong performance record is highly preferred.
• Technical:
  Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with Oracle and Maximo; familiarity with Timekeeping systems.
• Other:
  Ability to manage calendars and schedules independently; experience coordinating high-profile meetings, events, and logistics; strong communication and interpersonal skills; ability to handle confidential information with discretion.

• Travel may be required for errands and meetings; some lab access may require safety glasses and PPE.
• This position requires driving (excluding commute) and may involve physical activities such as bending or lifting as needed.
• JSG is an Equal Opportunity Employer. JSG provides equal employment opportunities to all applicants and employees without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, disability, marital status, protected veteran status, or any other characteristic protected by law.

Location:

Calera, AL