Office Administrator and Clerical Coordinator

Description

We are seeking a detail-oriented and organized Office Administrator to join our team. This role offers an exciting opportunity to support various administrative functions within our engineering firm, ensuring smooth operations and accurate record-keeping. The ideal candidate will be proactive, reliable, and capable of managing multiple responsibilities efficiently.

• Manage invoicing processes using Ajera engineering software, ensuring accuracy and timeliness
• Oversee accounts receivable, including tracking payments and following up on overdue accounts
• Order office supplies and maintain inventory levels to support daily operations
• Review and verify overtime and time entries submitted by engineers, ensuring correct job allocation
• Prepare and process new hire and termination paperwork in compliance with company policies
• Handle health insurance, dental, and 401(k) enrollment and related documentation
• Perform general secretary duties such as answering phones, scheduling appointments, and maintaining files
• Support other administrative tasks as needed to ensure office efficiency

• Proven experience in clerical or administrative roles, preferably within an engineering or professional services environment
• Proficiency in Ajera or similar project management and accounting software
• Strong understanding of accounts receivable processes
• Excellent organizational and time management skills
• Attention to detail and accuracy in data entry and record keeping
• Ability to handle sensitive information with confidentiality
• Good communication skills, both written and verbal
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)

Join our team and be part of a collaborative, growth-oriented environment that values professionalism and dedication. We offer competitive benefits and opportunities for career development in a supportive workplace.