Providing expert project management services across various sectors with a focus on quality and efficiency.
Maintain an invoice log and track payment statuses; ensure accuracy and timely follow-through.
Prepare, edit, and review complex documents, slide decks, reports, correspondence, and presentations using advanced Microsoft Office skills.
Provide expert-level administrative support in timekeeping, travel, expenses, and full calendar management for the GM, along with administrative assistance for employees.
Research POs, contracts, and invoice statuses in Maximo and Oracle; understand and resolve AP invoice holds by partnering with AP.
Create PRs in Maximo and manage corresponding POs; code non-PO invoices and route to approvers in Oracle.
Order and maintain appropriate inventory of supplies to support efficient departmental operations.
Lead planning, organization, and execution of high-profile meetings, conferences, and events, including logistics, agendas, materials, and follow-up actions.
Learn APC procurement and payment procedures and apply them accurately in all accounting processes.
Utilize Oracle and Maximo systems with a high degree of accuracy and attention to detail.
Assist with budget monitoring, expense tracking, and financial reporting while ensuring compliance with company policies.
Perform critical accounting functions: contract tracking, creation of Purchase Requisitions (PRs) and Purchase Orders (POs), invoice processing, and EA Lab/Field billing.
Handle confidential information with strict professionalism and discretion.
Process and track invoices in Oracle, managing ~50 invoices per month.
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.
Receive emailed invoices from requestors, validate documentation, and submit to Accounts Payable (AP) for payment.
Conduct research, compile data, and prepare comprehensive reports to support departmental strategy and decision-making.
Serve as a primary point of contact to customers and stakeholders, including assisting customers delivering time-sensitive lab samples.
Coordinate maintenance and repair requests, reporting safety and facility-related concerns to Facilities Services.
Bachelor’s degree required; administrative certifications are a plus.
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.
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Demonstrate a safety-first mindset, wearing necessary PPE as required.
Proven experience organizing high-visibility events, meetings, and conferences.
Prior Southern Company administrative experience with a strong record of performance highly preferred.
Ability to independently manage calendars, schedules, and appointments.
Demonstrated proficiency with Southern Company systems including Oracle, Maximo, Timekeeping, and PaySource strongly preferred.
Strong interpersonal and communication skills for effective interaction with diverse internal and external stakeholders.
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.
Proven ability to handle confidential information with discretion.
Experience with budgeting, invoicing, expense tracking, and financial reporting.
5–10 years of senior-level administrative support experience required.
Communicate effectively with employees across diverse functions and levels of the organization.