Administrative Specialist

ARA Brand; Vicksburg (MS); On-site; USD 45,000 - 60,000; Full time

Job summary

ARA’s Southern Division in Vicksburg, MS is seeking a full-time administrative specialist to support a team of about 50 engineers, scientists, and software developers. The role focuses on proposals, project support, and division-wide administrative tasks.

The successful candidate will be highly organized, proficient in MS Word/Excel/PowerPoint and Smartsheet, and able to manage multiple priorities with strong communication skills.

Qualifications

• High school diploma or equivalent.
• 6+ years of relevant experience with scheduling and program management.
• Proficient with MS Word, Excel, PowerPoint, Adobe and Smartsheet.
• Strong organizational skills and attention to detail.
• Excellent interpersonal and verbal/written communication.
• Ability to multitask and work independently or in a team.

Responsibilities

• Support the project management team and proposal managers in compiling estimates and getting quotes for project proposals.
• Assist with the preparation of proposals and technical reports, including formatting and adherence to submittal instructions; serve as a Trusted Cost Proposal Expert (TCPE).
• Maintain proposal documents database (all documents added, marked submitted, lost, etc.).
• Work with project managers to generate and manage project plans.
• Support project managers in completing timely project reviews, including documentation and communication of any identified action items.
• Maintain project planning database that includes direct labor, travel and material costs.
• Track/monitor subcontractor spending, work completion, and deliverables when required.
• Perform budget analysis, cost projections, and estimates.
• Provide purchasing support (e.g., generating purchase orders).
• Book travel for division staff, as needed

Skills

Attention to detail

Communication skills

Organizational skills

Teamwork

Independent work

Education

High school diploma or equivalent

Tools

MS Word

Excel

PowerPoint

Adobe

Smartsheet

Power Query

VLOOKUP

Macros

Job description

ARA’s Southern Division is seeking a full-time administrative specialist to support a team of approximately 50 engineers, scientists, and software developers. This is an on-site position in our office in Vicksburg, MS.

As an administrative specialist, you will play a vital role in helping the division run smoothly and effectively. You will be involved in preparing proposals, supporting projects, and assisting division staff with a variety of tasks.

Administrative specialist responsibilities include, but are not limited to:

• Support the project management team and proposal managers in compiling estimates and getting quotes for project proposals
• Assist with the preparation of proposals and technical reports, including formatting and adherence to submittal instructions; serve as a Trusted Cost Proposal Expert (TCPE)
• Maintain proposal documents database (all documents added, marked submitted, lost, etc.)
• Work with project managers to generate and manage project plans
• Support project managers in completing timely project reviews, including documentation and communication of any identified action items
• Maintain project planning database that includes direct labor, travel and material costs
• Track/monitor subcontractor spending, work completion, and deliverables when required
• Perform budget analysis, cost projections, and estimates
• Provide purchasing support (e.g., generating purchase orders)
• Book travel for division staff, as needed

Administrative specialist requirements:

• High school diploma or equivalent
• 6+ years of relevant experience, including experience with project/task scheduling and program management
• Proficient with MS Word, Excel, PowerPoint, Adobe, and Smartsheet, including Excel skills such as Power Query, VLOOKUP, and macros
• Highly organized and detail oriented
• Excellent interpersonal and verbal/written communication skills
• Ability to multitask while maintaining a high degree of attention to detail and accuracy
• Ability to work independently as well as within a team

About ARA:

ARA is an employee‑owned international research and engineering company recognized for providing technically superior solutions to complex and challenging problems in the physical sciences. The company, founded in Albuquerque, NM, in 1979, currently employs more than 2,200 professionals and continues to grow. ARA offices throughout the United States and Canada provide a broad range of technical expertise in civil technologies, computer software and simulation, defense technologies, systems analysis, environmental technologies, and testing and measurement. The corporation also provides sophisticated technical products for pavement analysis, environmental site characterization, and robotics.

At ARA, employees are our greatest assets. The corporation realizes that employee ownership spawns greater creativity and initiative along with higher performance and customer satisfaction levels. ARA gives its employees the tools, training, and opportunities to take more active roles as owners. The culture is challenging; innovation and experimentation are the norm. Employees are eligible for contributions which not only add to the company’s success, but also their own through the Employee Stock Ownership Plan (ESOP). The motto, “Engineering and Science for Fun and Profit” sums up the ARA experience.