Title : Administrative Assistant

Client: Southern Company
Location: Birmingham, AL
Employment Type: Contract
Industry: Utilities / Energy / Construction Projects

Job Summary

We are seeking a highly organized, detail-oriented, and professional Project Administrative Coordinator to provide administrative, reporting, and document management support for large-scale construction and utility projects.

The ideal candidate will have experience in project administration, timesheet processing, procurement card reporting, SharePoint management, records retention, and project reporting. This role requires excellent communication skills, proficiency in Microsoft Office, and the flexibility to support changing project priorities.

Key Responsibilities

Project Administration & Coordination

• Process, track, and coordinate employee timesheets and procurement card (P-Card) reports.

• Support day-to-day administrative activities for project managers and construction teams.

• Coordinate meetings, events, office supplies, and other administrative requirements.

• Provide backup support for executive administrators as needed.

• Promote and maintain a safe, professional work environment.

Project Reporting & Documentation

• Collect, analyze, and track project statistics and performance information.

• Assist in preparing and distributing weekly and monthly project status reports.

• Develop comprehensive monthly project status presentations using Microsoft PowerPoint.

• Organize and maintain project documentation, including change notice requests, award summaries, sole-source forms, and records of decision.

Document Management & Compliance

• Serve as the administrative owner for shared network drives (S) and SharePoint sites.

• Maintain accurate project files and support records retention requirements for major construction projects.

• Coordinate with Compliance and Human Resources teams on project-related administrative matters.

• Ensure adherence to Southern Company administrative, accounting, and compliance procedures.

Required Qualifications

• Previous experience in administrative support, project coordination, or construction project administration.

• Proficiency in Microsoft Excel, Word, PowerPoint, Outlook, and SharePoint.

• Experience processing timesheets, tracking expenses, and preparing reports.

• Strong document management, organization, and recordkeeping skills.

• Excellent written and verbal communication skills.

• Ability to manage competing priorities and respond to urgent requests.

• Strong attention to detail, professionalism, and confidentiality.

• Ability to work independently and collaborate with cross-functional teams.

Preferred Qualifications

• Experience supporting utility, energy, engineering, or large construction projects.

• Familiarity with procurement card reconciliation and accounting procedures.

• Experience preparing executive-level PowerPoint presentations.

• Knowledge of document control, records retention, and compliance processes.

• Prior experience working with Southern Company or a similar utility organization.

Key Skills

Microsoft Office Suite | SharePoint | Project Administration | Timesheet Processing | P-Card Reconciliation | Project Reporting | PowerPoint Presentations | Document Control | Records Retention | Compliance Coordination | Meeting Scheduling