Administrative Asst 3 4P/393

4P Consulting Inc.; Calera (AL); On-site; USD 45,000 - 60,000; Full time

Job summary

A consulting firm in Calera is seeking an experienced Administrative Assistant to manage executive support, organize meetings, and handle financial functions. The ideal candidate has a Bachelor's degree and 5-10 years of administrative experience, with strong skills in Oracle and Maximo. This role is crucial for the smooth operation of the Environmental Affairs department and offers a contract for 3 years.

Qualifications

• 5–10 years of administrative support experience.
• Ability to independently manage calendars and schedules.
• Experience in budget management and financial reporting.

Responsibilities

• Manage calendar and expense reporting for the GM.
• Plan and organize high-profile meetings and events.
• Create PRs/POs and process invoices.

Skills

Organizational skills

Communication skills

Time management

Interpersonal skills

Education

Bachelor’s degree

Tools

Oracle

Maximo

Microsoft Office Suite

Job description

Administrative Assistant 3

Location: Calera, AL

Contract- 3 Years

Client- Alabama Power.

Job Summary

We are seeking a highly organized and experienced Administrative Assistant to provide expert-level support to approximately 70 employees, supplemental workers, and leadership within the Environmental Affairs (EA) Lab and Field Services. This is the sole administrative role for the department and is critical for ensuring smooth operations, accurate financial processing, and timely support of employees and customers. The position reports directly to the General Manager (GM).

This role requires strong skills in timekeeping, travel coordination, expense management, and calendar support for the GM and employees. Additionally, the position performs critical accounting functions—including contract tracking, purchase requisition/purchase order processing, invoice reconciliation, and financial reporting—which require proficiency in Oracle and Maximo systems.

Key Responsibilities

• Executive Support: Manage calendar, timekeeping, travel, and expense reporting for the GM; provide administrative assistance to staff as needed.

• Event & Meeting Coordination: Plan and organize high-profile meetings, conferences, and events including agendas, logistics, catering, and follow-up actions.

• Accounting Functions: Create PRs/POs in Maximo, process invoices in Oracle (~50/month), perform lab and field billing, and track contracts.

• Financial Support: Assist with budget tracking, expense reconciliation, and reporting; conduct research and compile data to support decision-making.

• Customer Service: Act as first point of contact for customers delivering time-sensitive samples, ensuring proper routing to project managers.

• Operations Support: Coordinate maintenance and repair requests with Facilities Services; ensure safety concerns are addressed.

• Documentation & Reporting: Prepare, edit, and review complex documents, reports, and presentations with advanced proficiency in Microsoft Office Suite.

• Confidentiality: Handle sensitive information with discretion and professionalism.

• Supplies & Procurement: Order supplies and provide miscellaneous departmental support to maintain efficient operations.

Requirements

• Education: Bachelor’s degree required; administrative assistant certifications appreciated.

• Experience: 5–10 years of administrative support experience, preferably with Southern Company. Prior success in managing support for large teams is highly valued.

• Systems: Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Advanced knowledge of Oracle, Maximo, PaySource, and Southern Company systems is highly preferred.

• Skills: Strong organizational, communication, and interpersonal skills. Ability to independently manage calendars, schedules, and appointments.

• Event Planning: Experience coordinating high-profile meetings and events with complex logistics.

• Financial Knowledge: Experience in budget management, expense tracking, invoicing, and financial reporting.

Accounting & Budgeting Responsibilities

• Create PRs and manage POs in Maximo.

• Process and track invoices in Oracle, resolving holds with Accounts Payable.

• Log and track invoices in spreadsheets, ensuring timely payment.

• Research contracts and POs in Maximo; check invoice status in Oracle.

• Assist with budget reporting, billing, and compliance tracking.

Behavioral Attributes

• Demonstrates Southern Company Values: Safety First, Intentional Inclusion, Act with Integrity, and Superior Performance.

• Strong attention to detail and accuracy.

• Professional demeanor with ability to handle confidential information.

• Customer-focused, proactive, and adaptable to changing priorities.

• Team-oriented, with initiative to solve problems and improve processes.