Regional Operations Administrative Assistant

Civil & Environmental Consultants • Saint Charles, MO

3d

About The Position

As an Operations Assistant for Civil & Environmental Consultants, Inc. (CEC), you'll support project financial processes, reporting, and coordination across Operations, Accounting, and Leadership teams throughout the Midwest region. This role helps ensure accurate financial tracking, timely follow‑ups, smooth project lifecycle management, and support for effective operational decisions, initiatives, and growth.

Requirements

• Ability to interact effectively with internal staff, vendors, and clients when gathering information or resolving simple issues.
• Dependable team member who supports broader business operations as needed.
• Strong customer service focus.
• Excellent organization and time management skills.
• Basic understanding of common financial documents (invoices, purchase orders, statements, and related financial reports).
• Ability to learn new software tools quickly and follow established data-entry procedures. (Systems unique to CEC – CybEr C, Deltek)
• Ability to track, maintain, and review financial data for accuracy and completeness.
• Skilled in identifying discrepancies and escalating issues appropriately.
• Sound judgment when handling routine financial questions or determining when to involve the manager.
• Ability to manage multiple tasks, deadlines, and shifting priorities with minimal oversight.
• Strong attention to detail and commitment to accuracy in all work.
• Ability to maintain organized digital and physical records.
• Ability to handle sensitive financial, business, and employee information with discretion and appropriate confidentiality.
• Ability to travel as needed.
• Ability to recognize and communicate where process efficiencies can be realized.

Nice To Haves

• Proficiency with Microsoft Excel (sorting, filtering, formulas, data entry, and pivot tables) is a strong plus.

Responsibilities

• Support work in progress and accounts receivables management by participating in internal financial meetings and following up on Change Orders, Proposals, and outstanding items.
• Assist with Doubtful Accounts by gathering updates from Project Managers, Principals, and accounting staff and maintaining a tracking spreadsheet.
• Review project status for budget status, change orders, and adjustments; communicate findings and consolidated status to leadership.
• Request and distribute billing reports, including end‑of‑period summaries of unfinalized bills and progress updates.
• Generate and send 3‑Month Estimates, Utilization Reports, and Utilization Charts using internal tools.
• Provide occasional support with data input in project financial systems.
• Track employee performance credit adjustments and performance metric revisions during the employee review cycle.
• Complete project closeouts and identify final budget status resolution.
• Maintain records of professional organization memberships, sponsorships, donations, and related activities.
• Assists the regional office leads with various business-related administrative tasks as assigned.
• Assist with and coordinate regional communications and/or events and potentially travel accommodations.

Benefits

• CEC offers a matching 401(k); profit sharing; a performance bonus; company stock; medical, dental, and vision insurance; short and long-term disability; tuition assistance; professional development; and work-life balance.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed