The posting
Job Overview:
APTIM is seeking a dependable and detail-oriented Administrative & Project Support Assistant for our Winter Garden, Florida office. This position serves as the primary front desk contact and provides administrative, project coordination, document management, and invoicing support to project managers and office staff.
The ideal candidate is organized, professional, able to manage multiple priorities, and comfortable working with Microsoft Excel, Microsoft Office, Adobe Acrobat, and billing documentation.
Key Responsibilities:
- Manage the front desk by answering and routing calls, greeting and escorting visitors, receiving deliveries, and maintaining a professional and welcoming office environment.
- Monitor incoming mail, email, and correspondence. Sort, distribute, scan, file, and retrieve documents and records as needed.
- Provide daily administrative support to project managers, including calendar management, meeting coordination, meeting minutes, travel arrangements, document preparation, and follow-up on routine action items.
- Support project setup and ongoing administration by organizing files, maintaining records, tracking required documentation, and helping teams complete deliverables on schedule.
- Assist with invoicing by gathering supporting documentation, reviewing time and expense information, maintaining billing records, preparing draft invoice materials, and routing invoices for review and approval.
- Use Microsoft Excel to maintain trackers, project lists, billing logs, schedules, and administrative reports. Complete accurate data entry, basic formulas, formatting, sorting, and filtering.
- Use Adobe Acrobat to create, combine, organize, edit, convert, and review PDF files, including invoice backup and project documentation.
- Prepare and format correspondence, reports, memos, letters, presentations, and other business documents using Microsoft Office applications.
- Maintain office supplies, coordinate with vendors, support shipping and receiving, and assist with office equipment and general operations.
- Maintain business licenses, vehicle maintenance schedules, and other assigned office or project records.
- Assist the Office Manager and project teams with special assignments, routine inquiries, website questions, and changing business priorities.
- Protect confidential employee, client, project, and financial information.
Basic Qualifications
- High school diploma or equivalent. Additional coursework in administration, accounting, or business is preferred.
- Previous experience in an administrative, front desk, clerical, project support, or invoicing role within a professional office environment.
- Working knowledge of invoicing or billing processes, including supporting documentation, accuracy checks, approval routing, and recordkeeping.
- Proficiency in Microsoft Office, including strong working knowledge of Excel and Word. Experience with Outlook and PowerPoint is preferred.
- Experience using Adobe Acrobat to edit, combine, organize, and manage PDF files.
- Strong organizational, proofreading, and time-management skills with close attention to detail and accuracy.
- Professional written, verbal, and interpersonal communication skills.
- Ability to prioritize multiple requests, meet deadlines, work independently, and collaborate with project managers and office staff.
- Ability to learn new programs and company systems quickly and adapt to changing priorities.
- Ability to operate standard office and shipping equipment, including copiers, scanners, postage equipment, UPS, FedEx, and U.S. Postal Service tools.
Preferred Qualifications
- Experience supporting project managers in environmental, engineering, construction, professional services, or another project-based organization.
- Experience with project billing, invoice backup, time and expense review, purchase documentation, or accounts receivable support.
- Intermediate Excel skills, including sorting, filtering, formulas, tables, and maintaining accurate trackers.
- Experience with electronic document control, shared drives, records management, or project management systems.
Core Competencies
- Customer service and front desk professionalism
- Administrative and project coordination
- Invoice and document accuracy
- Organization, follow-through, and time management
- Confidentiality, adaptability, and teamwork
About APTIM
APTIM enhances the quality of the environment, wellbeing of people, resilience of communities, and opportunity for employees to make a difference, not just a living. A leading professional solutions firm, we specialize in environmental, sustainability, resilience, and infrastructure solutions. Our team of experts provide these integrated solutions for forward-thinking government agencies, commercial and industrial clients, and energy customers. Together, we create sustainable and resilient communities for all.
What you can expect from APTIM:
- Work that is worthy of your time and talent
- Respect and flexibility to live a full life at work and at home
- Dogged determination to deliver for our clients and communities
- A voice in making our company better
- Investment into your personal and professional development
As of the date of this posting, a good faith estimate of the current pay rate for this position is $23.75 per hour. Compensation depends on several factors including experience, education, key skills, geographic location of the position, client requirements, external market competitiveness, and internal equity among other employees within APTIM.
Employee Benefits
APTIM Envir and Infra, LLC is committed to providing an extensive range of benefits that protect and promote the health and financial well-being of our employees and their families through the APTIM Benefits Marketplace https://aptim.makeityoursource.com/.
- Medical, vision, and dental insurance: Through the marketplace, our employees can choose benefits from five metallic levels and several carriers to find the right benefits that work for them in their location.
- Company paid and optional Life insurance
- Short-term and long-term disability insurance
- Accident, Critical Illness, and Hospital Indemnity coverage
- Paid holidays, vacation, and sick leave (eligibility based on company policy and applicable law)
- 401(k) APTIM offers three 401k plans through the Aon Pooled Employer Plan (PEP). The specific plan you are eligible for depends on the business unit you are in. The details of the largest plan are found here: APTIM 401(k) Guide APTIM - Helpful Documents
Watch our video: About APTIM - In Pursuit of Better
