Administrative Department Coordinator

Atlas Surveying, Inc.; Charlotte (NC); On-site; USD 42,000 - 65,000; Full time

Benefits offered by this job

Health Insurance

Vision Insurance

Paid Time Off

Quarterly Performance Bonuses

Opportunities for advancement

Life Insurance

Dental Insurance

401K

Job summary

Atlas Surveying, Inc. in Charlotte, NC is seeking an Administrative Department Coordinator to manage project administration from start to finish and work in tandem with Field Supervisors and Survey Managers to ensure project’s administrative and billing portions are completed efficiently.

This full-time in-office role requires five years of progressive administrative experience, excellent communication, and strong organizational skills.

Qualifications

• Strong written and verbal communication required.
• Excellent organizational and time management skills.
• Great customer service and interpersonal skills.
• Keen attention to detail and problem-solving ability.
• Ability to represent Atlas professionally with clients and prospects.
• Experience with accounting principles and project billing is a plus.

Responsibilities

• Coordinate with Field Supervisors and Survey Managers to ensure project administration and billing are completed on time.
• Prepare and issue client invoices; monitor billable time and project status.
• Input records and maintain fleet and department records; develop monthly project performance reports.
• Lead and attend weekly department meetings; provide backup support to other locations as needed.

Skills

Communication skills

Organizational skills

Customer service

Attention to detail

Problem solving

Client liaison

Field coordination

Tools

Microsoft Office

Deltek / PM software

Job description

Join our dynamic team at Atlas Surveying, Inc., an industry-leading land surveying firm dedicated to providing high-quality surveying services across the Southeast with offices in the Savannah/Hilton Head, Charleston, Charlotte, and Greenville/Spartanburg areas. With a focus on precision, accuracy, and innovation, we tackle diverse projects ranging from land development to infrastructure planning. We pride ourselves on our commitment to excellence and our collaborative work environment.

We are seeking a talented Administrative Department Coordinator to join our team. This is a full-time in-office position, located in Charlotte, NC. As an Administrative Department Coordinator, you will manage the administrative aspect of projects from start to finish and work in tandem with Field Supervisors and Survey Managers to ensure project’s administrative and billing portions are completed efficiently. This role is responsible, within a defined scope, for the day-to-day administrative operations of the department.

Essential Functions & Responsibilities:

• Strong written and verbal communication skills
• Excellent organizational and time management skills
• Great customer service and interpersonal skills
• Keen attention to detail
• Problem-solving and basic trouble shooting skills
• Represent Atlas with clients in coordination with Field Supervisors and CAD Leaders
• Coordinate with managers to create pre-qualifying submittals and vendor registration
• Complete and respond to incoming survey requests
• Assist in preparation of project proposals
• Lead and attend weekly department meetings
• Monitor billable time and project status
• Provide management or administrative assistance to Department Head as requested
• Prepare and issue client invoices
• Accounts receivable
• Administer quarterly vehicle inspections
• Input records and maintain fleet files for department-specific vehicles
• Create monthly report for tracking project performance
• Provide back-up support to other locations as needed
• Develop additional knowledge and experience specific to the industry
• Maintain positive working relationships with coworkers and clients
• Perform additional as-needed duties as assigned
  

Qualifications:

• At least five years of progressive administrative experience.
• Previous work in a related industry (i.e., commercial or residential real estate development, construction, professional surveying or architectural firm) a plus.
• Excellent verbal and written communication skills.
• Ability to work collaboratively with field staff and to represent Atlas professionally with clients and prospects.
• Working knowledge of accounting principles.
• Proficiency in Microsoft Office Suite.Experience with industry-specific Deltek or other accounting and project management software a plus.
• Ability to work independently and be adaptable.
• Demonstrated leadership and problem-solving skills.

Benefits:

• Health Insurance
• Vision Insurance
• Paid Time Off
• Quarterly Performance Bonuses
• Opportunities for advancement
• Life Insurance
• Dental Insurance
• 401K

Disclaimer:

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position.They are not intended to be an exhaustive list of responsibilities, duties, and skills required of personnel so classified.All personnel may be required to perform duties outside their normal scope of responsibilities from time to time, as needed.

Atlas Surveying, Inc. isan equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.