Administrative Assistant - Port St. Lucie

Ardaman & Associates, Inc. is one of the largest geotechnical engineering and materials testing consulting firms in the Southeastern U.S. Over our history, we have worked on more than 150,000 projects throughout the Southeast, the U.S., and worldwide. This vast list of project experiences includes services for virtually every type of public and private client associated with industrial, commercial, and infrastructure projects.

Ardaman has the following opportunity available:

ADMINISTRATIVE ASSISTANT

Position Summary:

We are seeking a sharp, versatile, and detail-oriented Administrative Assistant to support our Port St. Lucie, Florida office. This role provides essential administrative, accounting, project, and office-support services to ensure efficient daily operations. The ideal candidate has prior experience in a professional services or engineering-firm environment and can manage competing priorities independently while maintaining accuracy, professionalism, and exceptional customer service.

Essential Job Functions:

• Set up new clients and projects within internal systems.
• Prepare project billing and support timely invoicing processes.
• Process accounts receivable, accounts payable, purchase orders, and change orders.
• Assist with collections activities and follow-up on outstanding receivables.
• Update project budgets and maintain accurate project-related records.
• Complete vendor setup and maintain vendor documentation.
• Update, prepare, and distribute routine administrative, financial, and project reports.
• Enter and maintain employee timesheets.
• Order and maintain office and safety supplies.
• Manage incoming and outgoing mail and other office correspondence.
• Answer and route incoming telephone calls in a courteous, professional manner.
• Perform word-processing edits and assist in the preparation of engineering reports, proposals, and other business documents.
• Maintain organized electronic and paper filing systems.
• Provide additional administrative support to branch leadership and project teams as needed.
• Maintain regular, reliable attendance and punctuality, which are essential functions of this position.

Required Qualifications:

• Proficiency in Microsoft Word, Excel, and Outlook.
• Strong written and verbal communication skills.
• Excellent organizational, multitasking, and time-management abilities.
• High level of accuracy and attention to detail.
• Ability to meet billing deadlines, management objectives, and other time-sensitive deliverables.
• Strong customer-service skills and professional telephone etiquette.
• Ability to develop and maintain constructive, cooperative working relationships with colleagues, clients, and vendors.
• Independent self-starter with the ability to prioritize work and follow through with minimal supervision.
• Strong analytical, problem-solving, and recordkeeping skills.

Preferred Qualifications:

• One year of accounts receivable and accounts payable experience.
• Prior billing experience, preferably in a project-based or professional service environment.
• Experience supporting collections activities.
• Previous experience working for an engineering, architecture, construction, or other professional services firm.
• Experience with project accounting, budgets, purchase orders, and change orders.

Physical Requirements:

• Ability to sit and work at a computer for extended periods, with frequent computer use and verbal communication.

• Ability to operate standard office equipment, including computers, telephones, printers, copiers, and scanners.
• Ability to communicate effectively in person, by telephone, and through written correspondence.

Work Environment / Environmental Factors:

• In-office presence is required Monday through Friday, 8:00 a.m. to 5:00 p.m., with a one-hour unpaid lunch break; occasional extended hours may be required to meet business needs.
• The position may involve periods of high activity and multiple competing deadlines, particularly during billing cycles and reporting periods.

• Frequent interaction with staff, clients, vendors, and service providers.

Additional Information:

This position requires pre-employment screening, including applicable employment, reference, criminal history, driving record, drug, and other position-related checks.

We offer a comprehensive benefits program including medical, dental, vision, life insurance, paid time off, 401(k) with company match, and much more.

We are proud to be an Equal Opportunity Employer. All qualified candidates will be considered without regard to race, color, religion, national origin, age, disability, sex, marital or familial status, status as a protected veteran, or any other characteristic protected by law. Ardaman is a wholly owned subsidiary of Tetra Tech, who is a VEVRAA federal contractor and we request priority referral of veterans. Ardaman is a Drug Free Workplace.

We invite applications from all interested parties. No agencies.

Learn about Ardaman and explore our open positions at www.ardaman.com