Administrative Assistant

General Description

The Administrative Assistant is responsible for providing daily administrative and operational support to the department, assisting with the flow of information between field personnel, laboratory staff, project managers, and clients.

This position will work closely with the Department Administrator and Department Manager to ensure daily administrative tasks are completed accurately and efficiently, while maintaining compliance with TWE's policies and procedures.

The ideal candidate will be organized, dependable, detail-oriented, and capable of managing multiple responsibilities with minimal supervision.

Essential Tasks General Office Administration

• Answer, screen, and direct incoming phone calls.
• Greet clients, employees, vendors, and visitors.
• Handle incoming inquiries, emails, and work requests.
• Organize, maintain, and update project files, employee records, and office databases.
• Prepare, review, distribute, and file correspondence and documentation.
• Coordinate office supply orders, equipment maintenance, and general office needs.
• Assist with scheduling meetings, appointments, and office activities.

Project & Field Support

• Assist with setting up new projects, client information, and project files in Ajera and other applicable systems.
• Monitor and follow up on daily field reports, timesheets, and other required documentation.
• Assist with the preparation, processing, and distribution of field and laboratory reports.
• Coordinate with field personnel and project managers to obtain missing or incomplete documentation.
• Maintain organized electronic and physical project records.
• Assist with scheduling field personnel, training, and project-related appointments as needed.

Accounting & Administrative Support

• Assist with daily billing preparation and monthly invoicing.
• Perform data entry and maintain accurate project and client information.
• Assist with accounts receivable follow-up and collection documentation as directed.
• Receive, review, and forward vendor invoices for processing.
• Assist with employee timesheet and expense report collection, review, and entry.
• Maintain accurate billing records and supporting documentation.

Additional Responsibilities

• Assist with office events, meetings, and employee activities.
• Help identify opportunities to improve administrative processes and office efficiency.
• Provide administrative coverage when other personnel are unavailable.
• Perform other related administrative duties as assigned by the Department Administrator or Department Manager.

Minimum Qualifications:

• High school diploma or equivalent required.
• Minimum 2–3 years of administrative or office support experience preferred.
• Experience in construction, engineering, or a related industry preferred.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel.
• Experience with Ajera or similar accounting/project management software preferred.
• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Ability to multitask, prioritize assignments, and meet deadlines.
• Ability to work independently while maintaining communication with management.
• Professional attitude, dependability, and willingness to learn.

Benefits:

• UMR Medical Insurance
• Guardian Vision Insurance
• Guardian Dental Insurance
• Life Insurance
• Guardian Supplemental Benefits
• Short-Terum & Long-Term Disability
• 401(k) Retirement Program
• Employee Assistance Program
• 120 hours of Paid Time Off annually (accrued weekly)
• 9 company paid holidays

TWE provides excellent opportunities for career growth and development with excellent benefits.