Administrative Specialist

Brown & Root Industrial Services, LLC•Atlanta, GA

About The Position

We are looking for an organized, hardworking, and personable Administrative Assistant with a strong background in administration, subcontracts, or accounting. The Administrative Assistant will assist the Business Manager and team with various administrative tasks, including procurement, accounts payable/receivable, contract management, data entry, and report generation. This role requires an individual who can work independently, manage multiple priorities, and communicate effectively with team members, clients, and vendors. The successful candidate will also be responsible for filing and document retrieval tasks that may require the use of a step ladder and driving a company vehicle for errands or document delivery. Procurement Support: Prepare procurement contractual documents, including work releases, subcontracts, and purchase orders, as required. Accounts Management: Process Accounts Payable and Accounts Receivable in a timely manner, ensuring accuracy and proper documentation. Contract Management: Review and process master agreements, ensuring all necessary documentation is complete and accurate. Data Entry: Enter contracts into JD Edwards (JDE) and PMIS (Access-Based Project System) for tracking and reporting purposes. Spreadsheet Preparation: Create and manage spreadsheets to support the business needs, including financial tracking, contract details, and project statuses. Certified Payroll Review: Review certified payrolls as necessary to ensure compliance with company standards and legal requirements. Archiving & Closeouts: Assist with archiving documents and managing project closeouts, ensuring all files are accurately stored and easily accessible. Report Generation: Run various monthly reports from Hubble and PMIS to provide necessary data for ongoing projects. Team Collaboration: Work closely with the Business Manager and other team members to ensure all administrative functions are completed efficiently. Miscellaneous Tasks: Perform general administrative duties, including filing, preparing correspondence, and assisting with other tasks as needed. Physical Activities: Use a 3-step ladder to file away or retrieve supplies from various storage areas. Driving: Occasionally drive a company pool vehicle to run errands, deliver documents to clients, or transport materials to other offices.

Requirements

Minimum 5 years of experience in an administrative role, ideally with exposure to procurement, subcontracts, and accounting functions.
Proficiency in Microsoft Office Suite (Excel, Word, Outlook, Adobe).
Experience with JD Edwards (JDE) and PMIS is highly preferred.
Strong understanding of procurement processes, accounts payable/receivable, and contract management.
Ability to prepare and maintain accurate spreadsheets, financial reports, and contractual documents.
Strong attention to detail and organizational skills.
Excellent written and verbal communication skills.
Ability to work independently with minimal supervision while being a team player.
Ability to adapt to physical requirements, including the use of a 3-step ladder and occasional driving duties.
A valid driver’s license and a clean driving record are required.
Ability to maintain confidentiality and handle sensitive information appropriately.
Self-starter with a proactive attitude and a high level of initiative.
Strong problem-solving and critical thinking abilities.
Positive, personable, and professional attitude with a strong commitment to team success.
Ability to thrive in a fast-paced and dynamic work environment.

Nice To Haves

Prior experience in construction or industrial services setting is a plus.

Responsibilities

Prepare procurement contractual documents, including work releases, subcontracts, and purchase orders, as required.
Process Accounts Payable and Accounts Receivable in a timely manner, ensuring accuracy and proper documentation.
Review and process master agreements, ensuring all necessary documentation is complete and accurate.
Enter contracts into JD Edwards (JDE) and PMIS (Access-Based Project System) for tracking and reporting purposes.
Create and manage spreadsheets to support the business needs, including financial tracking, contract details, and project statuses.
Review certified payrolls as necessary to ensure compliance with company standards and legal requirements.
Assist with archiving documents and managing project closeouts, ensuring all files are accurately stored and easily accessible.
Run various monthly reports from Hubble and PMIS to provide necessary data for ongoing projects.
Work closely with the Business Manager and other team members to ensure all administrative functions are completed efficiently.
Perform general administrative duties, including filing, preparing correspondence, and assisting with other tasks as needed.
Use a 3-step ladder to file away or retrieve supplies from various storage areas.
Occasionally drive a company pool vehicle to run errands, deliver documents to clients, or transport materials to other offices.