Project Documentation & Admin Specialist

ECS Group of Companies; Mobile (AL); On-site; USD 30,000 - 42,000; Full time

Job summary

ECS Group of Companies is seeking an Administrative Assistant to provide clerical and document management support for office personnel and project teams. The role involves processing project documents, maintaining records, and supporting daily office operations.

Ideal candidates show strong organizational skills, proficiency in Microsoft Office, and the ability to handle confidential information in a fast-paced environment. Military qualifiers such as E-4 are considered for applicable roles.

Qualifications

• High school diploma or GED is required.
• If driving for ECS subsidiary, a valid driver’s license is required.
• Proficient with Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and meet deadlines.
• Effective written and verbal communication.
• Ability to learn company systems, processes, and administrative procedures.
• Ability to work independently and as part of a team.
• Strong customer service and interpersonal skills.
• Ability to prioritize workload in a fast-paced environment.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Dependable work habits and a commitment to accuracy and quality.

Responsibilities

• Provides administrative and clerical support to office personnel and project teams.
• Processes, formats, transmits, and distributes project and business documents in a timely manner.
• Performs word processing, data entry, and document management activities.
• Registers projects, proposals, and related business records within company systems.
• Creates and maintains project, client, and administrative files and folders.
• Organizes, files, and maintains electronic and physical records in accordance with company procedures.
• Assists with the preparation, assembly, binding, and distribution of reports and project deliverables.
• Formats, scans, uploads, and archives project and business documentation.
• Assists with answering telephone calls and directing inquiries appropriately.
• Supports incoming and outgoing mail distribution and other routine office operations.
• Provides backup support to other administrative personnel during absences, training, meetings, and periods of high workload.
• Maintains confidentiality of company, project, employee, and client information.
• Assists with maintaining organized office records and administrative systems.
• Supports continuous improvement of administrative processes and workflow efficiency.
• Performs other duties as assigned.

Skills

MS Office

Organization

Multitasking

Communication

Documentation

Detail oriented

Customer service

Confidentiality

Teamwork

Education

High school diploma or GED

Tools

Microsoft Office Suite

Job description

ECS Group of Companies is seeking an Administrative Assistant to provide clerical and document management support for office personnel and project teams. The role involves processing project documents, maintaining records, and supporting daily office operations.

Ideal candidates show strong organizational skills, proficiency in Microsoft Office, and the ability to handle confidential information in a fast-paced environment. Military qualifiers such as E-4 are considered for applicable roles.