Administrative Assistant

Administrative Assistant

Thompson Engineering is seeking an Administrative Assistant to join our Corporate Headquarters in Mobile, Alabama. This role provides essential clerical and office support to ensure the efficient day-to-day operations of the office. The Administrative Assistant will report directly to a senior-level Administrative Assistant and will receive task-specific direction from staff at various levels of the organization. This position will also serve as the first point of contact for visitors and will work closely with multiple departments across the company.

Key Responsibilities

Administrative Support

• Coordinate schedules for assigned personnel
• Prepare correspondence, reports, and other client-related documents from dictation, handwritten materials, and general directions
• Ensure accuracy and clarity of all outgoing materials before submission
• Set up and maintain project and activity files
• Prepare project setup information and project profiles for billing purposes
• Maintain records of engineers' licensure, training, and certifications
• Prepare agendas and meeting notes for staff and in-house meetings
• Maintain current client information and assist with client communications
• Assist in billing, invoice review, and tracking project expenditures
• Perform additional tasks as assigned by supervisor

Office & Reception Duties

Compliance & Other Responsibilities

Qualifications

Minimum Requirements

Physical Requirements