Office Administrator and Clerical Coordinator

Office Administrator and Clerical Coordinator

We are seeking a detail-oriented and organized Office Administrator to join our team. This role offers an exciting opportunity to support various administrative functions within our engineering firm, ensuring smooth operations and accurate record-keeping. The ideal candidate will be proactive, reliable, and capable of managing multiple responsibilities efficiently.

Key Responsibilities:

- Manage invoicing processes using Ajera engineering software, ensuring accuracy and timeliness

- Oversee accounts receivable, including tracking payments and following up on overdue accounts

- Order office supplies and maintain inventory levels to support daily operations

- Review and verify overtime and time entries submitted by engineers, ensuring correct job allocation

- Prepare and process new hire and termination paperwork in compliance with company policies

- Handle health insurance, dental, and 401(k) enrollment and related documentation

- Perform general secretary duties such as answering phones, scheduling appointments, and maintaining files

- Support other administrative tasks as needed to ensure office efficiency

Skills and Qualifications:

- Proven experience in clerical or administrative roles, preferably within an engineering or professional services environment

- Proficiency in Ajera or similar project management and accounting software

- Strong understanding of accounts receivable processes

- Excellent organizational and time management skills

- Attention to detail and accuracy in data entry and record keeping

- Ability to handle sensitive information with confidentiality

- Good communication skills, both written and verbal

- Proficiency in Microsoft Office Suite (Word, Excel, Outlook)

Join our team and be part of a collaborative, growth-oriented environment that values professionalism and dedication. We offer competitive benefits and opportunities for career development in a supportive workplace.