Administrative Assistant

Fort Myers, FL

Position Overview

Express Employment Professionals is seeking a highly organized and detail-oriented Administrative Assistant to support a busy engineering office in Fort Myers. This role requires a strong administrative background along with experience in accounting functions, including billing, accounts receivable, accounts payable, and collections.

The ideal candidate is a self-starter who is comfortable managing multiple priorities, supporting project operations, and working independently in a professional office environment. This position will assist with project setup, billing, client and vendor management, HR paperwork, office operations, and preparation of engineering reports and proposals.

Schedule & Pay

Monday – Friday
8:00 AM – 5:00 PM (1-hour unpaid lunch)
$26.00 – $27.00 per hour
On-site position

Essential Job Functions

Set up clients and projects within the ERP system.
Prepare and process project billing, invoices, change orders (COs), and purchase orders (POs).
Manage accounts receivable, collections, and accounts payable processing.
Update and monitor project budgets and financial information.
Assist with electronic timesheet entry, review submissions for accuracy, and ensure timely completion.
Set up and maintain vendor records and related documentation.
Assist HR with onboarding paperwork and administrative tasks.
Order and maintain office, field, and safety supply inventory.
Manage incoming and outgoing mail, courier services, and general office logistics.
Answer and route incoming phone calls while professionally assisting office visitors.
Prepare, edit, format, and distribute engineering reports, proposals, and project documents.
Provide general administrative and operational support as needed.

Requirements

Minimum of one year of experience in accounts receivable, accounts payable, collections, or project billing.
Strong proficiency in Microsoft Word, Excel, Outlook, and Adobe Acrobat.
Experience creating accurate billing documentation and meeting deadlines.
Ability to learn and become proficient with ERP accounting systems and project billing processes.
Strong organizational skills with excellent attention to detail and the ability to multitask effectively.
Professional communication skills with the ability to build positive relationships with clients, vendors, and internal teams.
Strong customer service, written communication, and problem-solving abilities.
Ability to work independently while also contributing as part of a team.
Reliable attendance and professionalism.

Preferred Qualifications

Experience working in an engineering, architectural, consulting, construction, or similar professional services environment.
Experience with project billing, ERP systems, or accounting software.
Florida Notary certification or ability to become commissioned.

Job Details