Administrative Assistant

Job Title:

Administrative Assitant

Job Description:

This position is the only administrative role supporting approximately 70 employees, as well as supplemental workers, in the EA Lab and Field Services and reports directly to the General Manager (GM). The position provides administrative support related to timekeeping, travel, expenses, calendar management for the GM, planning meetings and events, and miscellaneous department requests for supplies and support.

The Administrative Assistant performs critical accounting functions such as tracking contracts, initiating PR/POs, and processing invoices for payments, which require proficiency in Oracle and Maximo systems. The nature of this role involves dealing with budgeting and also requires this individual to assist with accounting responsibilities.

The position is a key point of contact and handles many customer needs, including interacting with customers who deliver time-sensitive samples to the lab. The role helps direct customers to the right project manager for sample processing. Moreover, coordinating various maintenance and repair requests and addressing safety concerns with the Facilities Services Organization are essential job functions.

Key Responsibilities:

• Provide expert-level administrative support related to timekeeping, travel, expenses, and calendar management for the General Manager. Additionally, provide support to employees related to these administrative responsibilities.

• Lead the coordination, organization and planning of high-profile meetings, conferences, and events, including all logistics, agendas, and follow-up actions.

• Perform critical accounting functions such as tracking contracts, initiating Purchase Requisitions (PRs) and Purchase Orders (POs), processing invoices for payments, and completing lab and field billing. These tasks require proficiency in Oracle and Maximo systems.

• Strong attention to detail is required to provide effective administrative support, as well as accurate information and reporting.

• Conduct research to gather and analyze data and compile comprehensive reports to support strategic decision-making and planning. Assist with budget tracking, expense tracking, and financial reporting, ensuring accuracy and compliance with company policies.

• Demonstrate a safety-first mindset and wear appropriate personal protective equipment (PPE) when needed.

• Provide exceptional customer service and act as a key point of contact for customer needs and stakeholders. This includes interacting with and assisting customers who deliver time-sensitive samples to the lab.

• Demonstrate strong communication and interpersonal skills, with the ability to interact effectively with a diverse group of employees and stakeholders.

• Prepare, edit, and review complex documents, reports, presentations, and correspondence, demonstrating an advanced level of proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.

• Coordinate various maintenance and repair requests and address safety concerns with the Facilities Services Organization.

• Handle highly sensitive and confidential information with utmost discretion and professionalism, always maintaining a high level of confidentiality.

• Provide miscellaneous department requests for supplies and support. Routinely order supplies needed to maintain effective operations.

Accounting and Budgeting Responsibilities:

• Ability to create Purchase Requisitions (PRs) in Maximo and manage Purchase Orders (POs) in Maximo; ability to code non-PO invoices and submit to approver in Oracle.

• Experience processing and tracking invoices in Oracle. Ability to receive e-mail requests with invoices from requestors and submit invoices to Accounts Payable (AP) for payment, including both PO invoices and non-PO invoices (50 per month).

• Ability to learn APC procurement and payment procedures, log invoices submitted to Accounts Payable (AP) into a spreadsheet, and track status through being paid.

• Demonstrate adaptability to learn accounting system (e.g., POETs), look up POs and contracts in Maximo, look up invoices and determine status in Oracle; understand invoice holds process and work with AP to release or resolve holds.

Additional Skills & Qualifications:

At least 5-10 years of experience providing expert-level administrative support.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software is required.

• Minimum of a Bachelor’s degree required, and administrative assistant certifications appreciated.

• Demonstrated experience and proficiency with Oracle, Maximo, Timekeeping, and PaySource, are highly preferred, but not required.

• Ability to manage calendars, schedules, and appointments independently.

• Experience in organizing high-profile meetings, conferences, and events, including logistics, agendas, and follow-up actions.

• Strong communication and interpersonal skills to interact effectively with diverse stakeholders.

• Ability to handle highly sensitive and confidential information with discretion and professionalism.

• Experience in budget management, expense tracking, invoicing and financial reporting.

Education:

Minimum of a Bachelor's degree is preferred, but not required.

This is a Contract position based out of Calera, AL 35040.

The pay range for this position is $21.00 - $24.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Calera,AL 35040.

This position is anticipated to close on Dec 10, 2025.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing due to a disability, please email actalentaccommodation@actalentservices.com for other accommodation options.

Salary : $21 - $24