Administrative Assistant

Job Summary Assured Engineering Concepts LLC - A Community Driven, Purposeful Engineering Firm ABOUT US As a locally owned boutique engineering firm founded in 2013, AEC provides professional engineering design in dry utilities, project management, and consulting services to a balanced mix of public and private sector clients in the energy and telecommunications fields.We have a reputation as a truly integrated engineering firm with a unique focus on collaboration, community and sustainability.This holistic, purpose driven focus is why our clients and employees choose us.OUR CULTURE At Assured Engineering Concepts, we believe in building opportunity.Those opportunities, for us, are in driving STEM (Science, Technology, Engineering and Mathematics) education for our youth, supporting our local community, and in valuing diversity of thought, education, ethnicity and backgrounds.Respect, Accountability, Honor, and Trust - That's what you will find at AEC.Giving back to the community is a core focus in all that we do at AEC.We are proud to have a partnership with Chicanos por la Causa, Inc.with the goal of engaging our community youth in the fields of STEM.Through education and economic development, we are focused on encouraging students to dream big and work hard to accomplish those dreams.We also partner with the domestic violence organization De Colores supporting their efforts to assist families impacted by domestic violence.We continue to seek working partnerships with organizations, also wishing to put an end to domestic violence as part of our community outreach efforts.This community focus, combined with our startup feel, lend to a specific type of person who excels in our organization.You are most likely to find success at AEC if you: Seek opportunities to operate in a team environment. Excel in a continually changing, situationally adaptive setting. Welcome new challenges where no two clients or projects are the same. Have a strong customer centric focus. Have a passion for building and providing opportunity for the community around you.Administrative Assistant Position Overview We are seeking a highly organized and dependable Administrative Assistant to support the daily administrative and operational functions of our growing engineering firm in Phoenix, AZ.This position reports directly to the President and plays a key role in ensuring smooth office operations, accurate financial processing, and effective coordination with staff and vendors.This role is ideal for a proactive professional who thrives in a small business environment, enjoys multitasking, and takes pride in maintaining organized systems and efficient processes.Key Responsibilities Administrative Support Provide direct administrative support to the President Perform general office and clerical duties Maintain organized electronic and physical filing systems Assist with presentations, reports and documents Responds to phone calls, emails and inquiries with professionalism Financial & Accounting Support Prepare, process, and track invoices Support accounts receivable and payable functions Gather receipts and accurately enter transactions into QuickBooks Manage and reconcile petty cash Enter and track weekly employee timesheets Compliance & Employee Coordination Maintain employee records & HR documentation Assist with onboarding administrative paperwork Coordinate employee celebrations (birthdays and special events) Office & Vendor Management Order and manage office supplies Interact with vendors and coordinate services Assist in managing company vehicle maintenance schedules Maintain marketing materials inventory Technology & Process Support Utilize technology tools to improve administrative efficiency Identify opportunities to streamline office processes Leverage AI and business software tools to enhance productivity and organization Maintain accurate digital records and systems Qualifications Bachelor's degree in Business Administration preferred, or minimum of 3 years of experience in administrative roles Experience in engineering or professional services firms preferred Experience working in a small business environment strongly preferred Spanish-speaking preferred Strong organizational and multitasking skills Knowledge of office software (Microsoft Office & QuickBooks) Comfortable learning and using new technology and AI-based tools.Additional Details:Work Schedule:M, T, W in the office - Thrus, Fri at home Full benefits package offered, including vacation and holidays.Pay:$24.00 - $29.00 per hour Benefits:401(k) Dental insurance Employee assistance program Flexible schedule Health insurance Life insurance Paid time off Parental leave Professional development assistance Vision insurance Application Question(s):How many years of administrative/operations experience do you have? Work Location:Hybrid remote in Phoenix, AZ 85034.