Administrative/Operations Assistant

The Administrative/Operations Assistant is a full-time, on-site role based in Bridgewater, MA. This position will support the day-to-day administrative and operational needs of our growing organization. This position will play an important role in supporting client billing and invoicing, project administration, office management, and general administrative operations. The Administrative/Operations Assistant will work closely with project managers, management, and employees across the organization to help ensure administrative processes are completed accurately, efficiently, and on time.

The ideal candidate has at least three years of experience working in a professional administrative or office environment, is comfortable working with billing and financial information, and enjoys being the person who helps keep an office organized and running smoothly.

Key Responsibilities

Billing & Project Management

• Assist with the preparation, review, and processing of client invoices.
• Coordinate with project managers to gather billing information, supporting documentation, purchase orders, work order numbers, and other required information.
• Review billing information for accuracy and completeness.
• Assist with tracking invoice status and following up on missing or incomplete billing information.
• Maintain organized billing records and supporting documentation.
• Assist with new project setup and ongoing project administration.
• Maintain accurate project information and documentation within company systems.
• Support routine billing and accounts receivable administrative activities as needed.

Office & Administrative Operations

• Support the day-to-day administrative operations of the office.
• Provide administrative support to management, project managers, and other employees.
• Manage incoming calls, correspondence, mail, packages, and deliveries.
• Maintain organized electronic files, shared folders, records, and administrative documentation.
• Coordinate office supplies, vendors, service providers, and routine office needs.
• Assist with preparing documents, reports, spreadsheets, correspondence, and other materials.
• Assist with scheduling, meetings, and internal coordination.
• Support administrative components of employee onboarding and offboarding as assigned.
• Help maintain an organized, professional, and efficient office environment.
• Assist with special projects and other operational or administrative needs as they arise.

Qualifications

• 3+ years of administrative, office management, office support, or similar professional experience preferred.
• Previous billing and/or invoicing experience strongly preferred.
• Experience in engineering, environmental consulting, architecture, construction, or another project-based professional services environment is a plus.
• Strong proficiency with Microsoft Office/Microsoft 365, particularly Outlook, Word, and Excel.
• Experience with Deltek Vantagepoint, Deltek Vision, or similar project management/accounting software is a plus.
• Strong organizational skills with excellent attention to detail.
• Comfortable working with invoices, numbers, project information, and financial documentation.
• Ability to manage multiple responsibilities and recurring deadlines.
• Strong written and verbal communication skills.
• Ability to professionally follow up with project managers and employees to obtain required information.
• Ability to work independently while collaborating effectively with others.
• Dependable, professional, proactive, and willing to assist wherever needed.

The successful candidate will be someone who enjoys a varied, hands-on role. On any given day, responsibilities may range from assisting with client invoices and project documentation to coordinating office needs or providing administrative support to the team. We're looking for someone who is organized, reliable, detail-oriented, and comfortable taking ownership of routine responsibilities. This person does not need to come in and redesign how the company operates; instead, we need someone who can learn our processes, execute them consistently, identify when information is missing, and follow through to completion. As a growing environmental consulting firm, responsibilities may evolve based on business needs, providing opportunities to learn different aspects of the organization and take on additional responsibility over time.