Administrative Assistant

Thompson Engineering•Mobile, AL

5d•Onsite

About The Position

Thompson Engineering is seeking an Administrative Assistant to join our Corporate Headquarters in Mobile, Alabama. This role provides essential clerical and office support to ensure the efficient day-to-day operations of the office. The Administrative Assistant will receive task-specific direction from staff at various levels of the organization. This position will also serve as the first point of contact for visitors and will work closely with multiple departments across the company.

Requirements

Associate's degree in a relevant field (required)
3–5 years of experience in a professional office environment
Strong organizational skills and professional appearance
Demonstrated helpful, professional demeanor appropriate to an office setting
Excellent time management and communication skills (written and verbal)
Proficiency with Microsoft Word, Excel, and Outlook (required)
Valid driver's license
Ability to sit for extended periods while operating a computer and office equipment
Ability to stoop and bend for filing
Ability to communicate clearly, both verbally and in writing
Ability to safely operate a motor vehicle
Ability to lift and carry up to 25 lbs.

Nice To Haves

Bachelor's degree preferred
Proficiency with PowerPoint, Microsoft Office 365, Copilot, and Adobe Standard (preferred)

Responsibilities

Coordinate schedules for assigned personnel
Prepare correspondence, reports, and other client-related documents from dictation, handwritten materials, and general directions
Ensure accuracy and clarity of all outgoing materials before submission
Set up and maintain project and activity files
Prepare project setup information and project profiles for billing purposes
Maintain records of engineers' licensure, training, and certifications
Prepare agendas and meeting notes for staff and in-house meetings
Maintain current client information and assist with client communications
Assist in billing, invoice review, and tracking project expenditures
Perform additional tasks as assigned by supervisor
Serve as backup for answering office phones and providing receptionist support
Greet and direct visitors professionally and courteously
Assist in ordering and tracking office supplies
Help plan or support company events, meetings, and luncheons
Conduct all work activities in compliance with Thompson Holdings, Inc. Health, Safety & Environmental Management System policies and procedures
Attend and actively participate in safety meetings and related initiatives
Process expense reports, invoices, and basic accounting tasks
Perform additional duties to support the fast-paced nature of the business