Administrative Assistant

Thompson Engineering • Mobile, AL • 10h ago

Mobile, AL, USA | Administration | Full Time

Position Overview

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

Serve as backup for answering office phones and providing receptionist support

Greet and direct visitors professionally and courteously

Assist in ordering and tracking office supplies

Help plan or support company events, meetings, and luncheons

Compliance & Other Responsibilities

Conduct all work activities in compliance with Thompson Holdings, Inc. Health, Safety & Environmental Management System policies and procedures

Attend and actively participate in safety meetings and related initiatives

Process expense reports, invoices, and basic accounting tasks

Perform additional duties to support the fast-paced nature of the business

Qualifications

Minimum Requirements

Associate's degree in a relevant field (required); Bachelor's degree preferred

3-5 years of experience in a professional office environment

Strong organizational skills and professional appearance

Demonstrated helpful, professional demeanor appropriate to an office setting

Excellent time management and communication skills (written and verbal)

Proficiency with Microsoft Word, Excel, and Outlook (required); PowerPoint, Microsoft Office 365, Copilot, and Adobe Standard (preferred)

Valid driver's license

Willingness to work flexible schedules and overtime as needed

Physical Requirements

Ability to sit for extended periods while operating a computer and office equipment

Ability to stoop and bend for filing

Ability to communicate clearly, both verbally and in writing

Ability to safely operate a motor vehicle

Ability to lift and carry up to 25 lbs.

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