Administrative Assistant Job in Fort Myers, FL

Administrative Assistant

We are looking for an Administrative Assistant to support daily office and project coordination for an engineering-focused environment in Ft. Myers, Florida. This long-term contract position is ideal for someone who is organized, detail-oriented, and comfortable balancing financial, clerical, and document support duties. The role will contribute to smooth office operations by assisting with billing, recordkeeping, staff support, and project-related administrative work.

Responsibilities:

• Create and maintain client and project records within company systems, ensuring information is accurate and up to date.
• Process project-related billing activities, including invoice preparation, purchase order documentation, and change order administration.
• Support financial operations by handling accounts receivable, following up on outstanding balances, and assisting with accounts payable tasks.
• Track project budgets and maintain current financial data to help teams monitor job performance.
• Provide timesheet support to employees by assisting with electronic entry, checking submissions for accuracy, and encouraging timely completion.
• Maintain vendor files and organize supporting documentation to keep records complete and accessible.
• Assist with onboarding administration by preparing employment forms and coordinating related paperwork for new hires.
• Oversee office supply levels, including general, field, and safety materials, and place orders as needed.
• Coordinate incoming and outgoing mail, courier requests, and other day-to-day office logistics while also preparing and formatting reports, proposals, and project documents.