Administrative Assistant

Responsibilities Position Summary 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: Responsibilities and Essential Duties include the following (other duties may be assigned): 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. Position Summary 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: Responsibilities and Essential Duties include the following (other duties may be assigned): 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 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.