Administrative Asst 3 - ADMA3

Lancesoft; Birmingham (AL); On-site; USD 32,000 - 46,000; Full time

Job summary

Lancesoft is seeking an Administrative Assistant 3 in Birmingham, AL to provide advanced administrative and operational support to management and project teams. You will manage timesheets, procurement card reports, invoices, purchase orders, project documentation, and reporting activities.

The ideal candidate will have extensive administrative experience, strong organizational skills, and proficiency with Microsoft Office, Oracle, Maximo, and SharePoint to support both Operations & Maintenance

Qualifications

• High school diploma or GED required.
• 11+ years of administrative support experience preferred.
• Experience supporting management and project teams.
• Experience with O&M and Capital projects preferred.
• Experience with Oracle, Maximo, and SharePoint is highly desirable.

Responsibilities

• Provide high-level administrative support to managers, project teams, and executive administrators.
• Process and track timesheets for Union and Exempt employees.
• Prepare and manage procurement card reports.
• Process invoices in Oracle and handle contract and PO submissions in Maximo.
• Prepare weekly and monthly project status reports.
• Develop and update PowerPoint presentations for project reviews.
• Maintain project files, records, and documentation.
• Manage SharePoint sites and project documentation.
• Support records retention for large construction projects.
• Coordinate meetings, events, travel arrangements, and office relocations.
• Communicate with HR, Compliance, and internal departments.
• Maintain office supplies and support departmental initiatives.
• Ensure compliance with company administrative and accounting procedures.

Skills

Advanced administrative support

Executive support

Communication

Organizational skills

Multitasking

Prioritization

Education

High school diploma or GED

Tools

Microsoft Office Suite

Excel

Word

PowerPoint

SharePoint

Oracle

Maximo

Job description

Job Title: Administrative Assistant 3 Location: Birmingham, AL 35203 Duration: 11/23/2026 – 03/01/2027 Pay Rate: $28.50/hr W2 Shift Timings: 1st shift

Job Description: The Administrative Assistant 3 will provide advanced administrative and operational support to management and project teams. The role involves managing timesheets, procurement card reports, invoices, purchase orders, project documentation, and reporting activities. The ideal candidate will have extensive administrative experience, strong organizational skills, and proficiency with Microsoft Office, Oracle, Maximo, and SharePoint. The position supports both Operations & Maintenance (O&M) and Capital projects.

Key Responsibilities

• Provide high-level administrative support to managers, project teams, and executive administrators.
• Process and track timesheets for Union and Exempt employees.
• Prepare and manage procurement card reports.
• Process invoices in Oracle and handle contract and PO submissions in Maximo.
• Prepare weekly and monthly project status reports.
• Develop and update PowerPoint presentations for project reviews.
• Maintain project files, records, and documentation.
• Manage S: Drive and SharePoint sites.
• Support records retention for large construction projects.
• Coordinate meetings, events, travel arrangements, and office relocations.
• Communicate with HR, Compliance, and internal departments.
• Maintain office supplies and support departmental initiatives.
• Ensure compliance with company administrative and accounting procedures.

Required Skills

• Advanced administrative and executive support experience.
• Microsoft Office Suite (Excel, Word, PowerPoint).
• Oracle invoice processing.
• Maximo contract and purchase order submissions.
• Timesheet and procurement card report processing.
• SharePoint and document management.
• Project reporting and presentation preparation.
• Records management and filing.
• Excellent communication and organizational skills.
• Ability to multitask and handle changing priorities.

Education & Experience

• High school diploma or GED required.
• 11+ years of administrative support experience preferred.
• Experience supporting management and project teams.
• Experience with O&M and Capital projects preferred.
• Experience with Oracle, Maximo, and SharePoint is highly desirable.