What are the responsibilities and job description for the Administrative Assistant position at CB&A Project Management Services, LLC?
Administrative Assistant – Environmental Affairs, Lab & Field Services
Location: General Service Complex – Building 8, Calera, AL
Company: CB&A Project Management Services
Job Summary:
CB&A is seeking a highly organized and experienced Administrative Assistant to support approximately 70 employees and supplemental workers within the Environmental Affairs (EA) Lab and Field Services. This role serves as the primary administrative support for the department and reports directly to the General Manager (GM). The position ensures seamless daily operations, supports mission-critical administrative and accounting processes, and delivers exceptional service to internal and external stakeholders.
Position Overview:
This role is the sole administrative support position for the EA Lab and Field Services group. It provides high-level administrative assistance related to timekeeping, travel, expenses, supply management, customer service, and calendar coordination for the GM. Additionally, the Administrative Assistant performs essential accounting duties, including contract tracking, PR/PO creation, invoice processing, and financial reporting—requiring proficiency in Oracle, Maximo, and other Southern Company systems.
This role also serves as a key point of contact for customers delivering time-sensitive samples to the lab, ensuring proper direction, communication, and support. Coordination of maintenance requests and addressing safety concerns with Facilities Services are also integral to the position.
Key Responsibilities:
• Provide expert-level administrative support in timekeeping, travel, expenses, and full calendar management for the GM, along with administrative assistance for employees.
• Lead planning, organization, and execution of high-profile meetings, conferences, and events, including logistics, agendas, materials, and follow-up actions.
• Perform critical accounting functions: contract tracking, creation of Purchase Requisitions (PRs) and Purchase Orders (POs), invoice processing, and EA Lab/Field billing.
• Utilize Oracle and Maximo systems with a high degree of accuracy and attention to detail.
• Conduct research, compile data, and prepare comprehensive reports to support departmental strategy and decision-making.
• Assist with budget monitoring, expense tracking, and financial reporting while ensuring compliance with company policies.
• Demonstrate a safety-first mindset, wearing necessary PPE as required.
• Serve as a primary point of contact to customers and stakeholders, including assisting customers delivering time-sensitive lab samples.
• Communicate effectively with employees across diverse functions and levels of the organization.
• Prepare, edit, and review complex documents, slide decks, reports, correspondence, and presentations using advanced Microsoft Office skills.
• Coordinate maintenance and repair requests, reporting safety and facility-related concerns to Facilities Services.
• Handle confidential information with strict professionalism and discretion.
• Order and maintain appropriate inventory of supplies to support efficient departmental operations.
Requirements:
• 5–10 years of senior-level administrative support experience required.
• Prior Southern Company administrative experience with a strong record of performance highly preferred.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Bachelor’s degree required; administrative certifications are a plus.
• Demonstrated proficiency with Southern Company systems including Oracle, Maximo, Timekeeping, and PaySource strongly preferred.
• Ability to independently manage calendars, schedules, and appointments.
• Proven experience organizing high-visibility events, meetings, and conferences.
• Strong interpersonal and communication skills for effective interaction with diverse internal and external stakeholders.
• Proven ability to handle confidential information with discretion.
• Experience with budgeting, invoicing, expense tracking, and financial reporting.
Accounting & Budgeting Responsibilities:
• Create PRs in Maximo and manage corresponding POs; code non-PO invoices and route to approvers in Oracle.
• Process and track invoices in Oracle, managing ~50 invoices per month.
• Receive emailed invoices from requestors, validate documentation, and submit to Accounts Payable (AP) for payment.
• Maintain an invoice log and track payment statuses; ensure accuracy and timely follow-through.
• Learn APC procurement and payment procedures and apply them accurately in all accounting processes.
• Research POs, contracts, and invoice statuses in Maximo and Oracle; understand and resolve AP invoice holds by partnering with AP.
- • Demonstrate strong adaptability to learn additional accounting systems (e.g., POETs) and apply them effectively.
