Administrative Assistant - Tampa

Ardaman & Associates, Inc.; Tampa (FL); On-site; USD 33,000 - 44,000; Part time

Benefits offered by this job

Medical, dental, vision insurance

401(k) with company match

Paid time off

Life insurance

Job summary

Ardaman & Associates, Inc. seeks a dependable Administrative Assistant for its Tampa, Florida office. This part-time role covers administrative, accounting, project setup, invoicing, reception, and general office support, with a 24-32 hour weekly schedule.

The position requires strong communication, basic accounting knowledge, proficiency in Word/Excel, and the ability to work both independently and as part of a team. Office hours are 8:00 a.m.

Qualifications

• Excellent written and verbal communication skills.
• Basic knowledge of accounting principles and procedures.
• Proficiency in Microsoft Word and Excel, with the ability to create, edit, and manage PDF documents.
• Ability to work independently and collaboratively in a team environment.
• Strong attention to detail and excellent organizational skills.

Responsibilities

• Answer incoming telephone calls, respond to inquiries, and transfer calls to appropriate personnel.
• Prepare accounts payable cover sheets with required information.
• Enter weekly usage information into the accounting system each Monday.
• Prepare project setup sheets and provide to Accounting.
• Receive, sort, and distribute mail; perform front desk duties and control access to the office.

Skills

Communication

Accounting basics

Independent work

Attention to detail

Tools

Microsoft Word

Microsoft Excel

PDF management

Job description

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 experience includes services for virtually every type of public and private client associated with industrial, commercial and infrastructure projects.

ADMINISTRATIVE ASSISTANT

Position Summary:

Ardaman is seeking a dependable and organized Administrative Assistant to provide administrative, accounting, project setup, invoicing, reception, and general office support for its Tampa, Florida office. This is a part-time benefits-eligible position with a work schedule of 24-32 hours per week.

Essential Functions:

• Answer incoming telephone calls, respond to inquiries as appropriate, and transfer calls to the appropriate personnel.
• Prepare accounts payable cover sheets accurately and completely, ensuring all required information is included.
• Obtain and enter weekly usage information every Monday, including supplies used and hours to be charged to projects, into the accounting system.
• Prepare project setup sheets accurately and completely and provide them to Accounting for project setup.
• Receive, sort, and distribute incoming mail.
• Perform front desk duties and monitor and control access to the office when the front door is locked by identifying visitors and permitting entry as appropriate.
• Properly organize and file paper copies of accounting, vendor, and other related files.
• Create and maintain binders containing accounting-related information as directed.
• Assist with entering timesheets, which are due every Friday.
• Assist with expediting project setups as needed.
• Email monthly invoices to clients using the system established by the Branch Administrator.
• Assist with the preparation of monthly invoices.
• Maintain regular and reliable attendance and work a part-time schedule at Ardaman's Tampa office during normal business hours, 8:00 a.m. to 5:00 p.m., Monday through Friday, based on business needs.

Required Qualifications:

• Excellent written and verbal communication skills.
• Basic knowledge of accounting principles and procedures.
• Proficiency in Microsoft Word and Excel, with the ability to create, edit, and manage PDF documents.
• Ability to work independently and collaboratively in a team environment.
• Strong attention to detail and excellent organizational skills.

Preferred Qualifications:

• Prior administrative, accounting, or office support experience.

Physical Requirements:

• Ability to sit and work at a computer for extended periods, with frequent computer use and verbal communication.
• Ability to move throughout the office as needed to perform routine job duties.

Work Environment / Environmental Factors:

• Professional office environment with regular interaction with employees, clients, vendors, visitors, and other business contacts.

Additional Information:

• Part-time position scheduled 24 - 32 hours per week, depending on business needs.
• This position requires pre-employment screening, including applicable employment, reference, criminal history, 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.

Additional Information

• Organization: 113 AAI