234 Administrative Assistant Jobs in Phoenix, AZ
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George Brazil Air Conditioning & Heating
Phoenix, AZ | Part Time | Full Time
$45k-56k (estimate)
1 Month Ago
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Administrative Assistant
$43k-54k (estimate)
Full Time | Accommodations
4 Months Ago
Montgomery Associates is Hiring an Administrative Assistant Near Phoenix, AZ
Full-Time Administrative Assistant
Montgomery & Associates is seeking an Administrative Assistant to coordinate and perform a diverse set of support tasks to ensure our Phoenix office operates in a smooth and efficient manner. This role offers an exciting opportunity to work with an enthusiastic team of 10 full-time staff, and to provide administrative and financial support to key client projects.
Responsibilities
Provide client project administrative and financial support, including:
- Prepare and issue contract documents
- Facilitate payment of project invoices
- Record, report, and track project expenses
- Support budget development and expense forecasting
- Communicate and coordinate with client procurement staff and project subcontractors
Manage the day-to-day general administrative duties of the office, including:
- Ensure the office consistently maintains a professional appearance
- Greet and welcome visitors and clients
- Answer, screen, and transfer phone calls
- Maintain a system for recording office expenses; compile and submit expense reports for the project management team
- Coordinate and schedule travel, lodging, appointments, and rental vehicles for the office staff
- Assist in managing and tracking office/staff schedules
- Schedule meetings and assist in conference planning and registration process; support meeting attendees by ordering lunch and ensuring the meeting environment is pleasant; assemble meeting agendas; participate in meetings and prepare, record, and distribute meeting minutes or other records
- Coordinate with building management on building access, office parking, and other logistical support
- Coordinate with IT department and manage office IT needs
- Manage office supplies and coordinate maintenance of office equipment
- Manage and order Health & Safety supplies and maintain training records and certifications
- Assist Phoenix Operations Manager with internal team coordination, staff workload tracking, and inter-office communication needs
- Track all client-required badging or security clearance for site access and ensure badges are current
- Manage office security system; register employees in system and handle security inquiries
- Process shipping of all packages; sort and distribute mail and deliveries
- Coordinate vehicle maintenance and ensure insurance and registrations are current
- Edit employee timesheets for grammatical errors after every payroll date
- Prepare written summaries of consulting work from timesheet documentation
- Maintain organization of hardcopy files and maintain digital filing system
- Serve as primary contact for office vendors
- Distribute, track, and store company and field equipment
- Assist with other special projects and other duties as requested
Requirements
- High level of proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint, in particular), Google Workspace (Drive, Gmail, Docs, and Sheets), and Adobe Acrobat (or other PDF program)
- Ability to work independently with little to no oversight
- Excellent time management and the ability to prioritize work in a deadline-driven environment
- Attention to detail and problem solving
- Excellent interpersonal and customer service skills
- Strong organizational skills with the ability to multitask
- 3-5 years’ experience working in administrative role or equivalent education
- Ability to travel routinely within the greater Phoenix area and occasionally to the Tucson office as needed for trainings and company meetings
- Valid Driver’s License
Physical requirements
- Ability to lift up to 40 pounds
- Prolonged periods sitting at a desk and working on a computer
This full-time position is 30 - 40 hours per week and will be performed in the office during normal business hours. Some after hours and weekend work may be possible. We provide a flexible and supportive work environment and offer a generous benefits package to those who consistently work 25 or more hours per week.
At M&A, our mission is to promote a fulfilling and respectful work culture where employees collaborate to deliver pragmatic water resource solutions grounded in the principles of integrity, scientific rigor, and environmental responsibility. We are independently owned by practicing scientists who are committed to these values and to supporting our community partners.
Your benefits at Montgomery & Associates will include:
- Competitive benefits and salary in a growing team-oriented company
- Dynamic work environment with safety and technical training provided by the company
- On-the-job mentoring by senior professionals
- Medical, dental, and vision insurance
- Flexible Spending Account; HRA
- Long- and short-term disability
- Life/AD&D insurance
- Vacation, holiday, personal, and sick leave
- Paid parental leave
- Employer matching 401k retirement plan
Job Summary
JOB TYPE
Full Time
INDUSTRY
Accommodations
SALARY
$43k-54k (estimate)
POST DATE
12/28/2023
EXPIRATION DATE
05/22/2024
HEADQUARTERS
CENTER SQUARE, PA
SIZE
100 - 200
FOUNDED
1989
CEO
JOSEPH GIMARO JR
REVENUE
$5M - $10M
INDUSTRY
Accommodations
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