Administrative Assistant

2 weeks ago

Greensboro, North Carolina, United States ESP Associates Full time

ESP Associates has an immediate opening for an Administrative Assistant in our Greensboro, NC office.  This role offers a great opportunity to support a dynamic and growing Engineering, Surveying and Planning firm

Responsibilities:

  • CRM input and coordination
    1. Input client's information and meeting notes into the system
    2. Attend local business development meetings with managers to get updates on pursuits and timing while updating the CRM in real time
  • Proposals
    1. Creating proposal folders and filing sections from various Geospatial Groups, assigning proposal numbers, pulling templates as needed, and finalizing the overall formatting of documents
    2. Tracking MSA's
  • Work Orders
    1. Providing work order number in sequence, preparing draft work order with template section(s) requested, and handling the formatting/finalization of work orders
  • Opportunity Close Out & Job Number Development 
    1. Attaching contracts to Unanet, project number set up, building "Won/Loss" in Unanet, coordinating with client project administrators on contracts
  • Invoicing/Billing
    1. Research for Project Managers/Group Managers on bill review questions/contracts/budgets, assist with Lien Waiver preparation, provide managers with project reports from Unanet, and assist with A/R Review & Collection
    2. Maintain understanding of specialized billing procedures and requirements for top-tier clients to ensure accurate processing and compliance
      • Supply Orders
    3. UPS/FedEx Delivery Setup & Coordination
  • Community Meeting Support
    1. Research and generate mailing lists from GIS parcel maps, prepare community meeting mailings (i.e., stuffing envelopes, labeling envelopes, mailing)
      • Expenses/Admin
      • Assist with preparation of Expense Reports, scheduling travel accommodations, and archiving

Qualifications:

  • High School Diploma or equivalent
  • Experience as an Administrative Assistant
  • Proficient in Microsoft Office Suite, MS Word, Excel, PowerPoint and Outlook
  • Experience in the Architecture, Engineering, and Construction (AEC) industry or related industry is a plus.
  • Must be proactive, detailed-oriented, highly organized and motivated with a positive attitude 
  • Candidate must be able to pass a drug screen, background check, and have a satisfactory driving record in accordance with the company's driving (MVR) policy.  

Corporate Information:

ESP is a multi-discipline engineering design and consulting firm providing our clients with civil engineering, surveying, planning/landscape architecture, geosciences, environmental, subsurface utility engineering, and construction engineering inspection.

Through years of dedicated service to our clients, ESP has received a designation of 195 on the 2025 ENR Top 500 Design Firm rankings. For the firm's primary territory, the ENR Texas & Southeast Top Design Firms, ESP received a 2025 ranking of 52.

ESP offers an excellent employee benefits package including:   

  • Competitive compensation with yearly performance reviews and discretionary annual bonuses
  • 401(k) (Traditional & Roth plans) with a guaranteed employer match of 100% up to the first 3% and 50% on the next 2% (eligibility after 60 days)
  • PTO (Paid Time Off) & 10 Paid Holiday
  • Tiered Health, Vision & Dental Insurance Options (eligibility after 30 days)
  • Behavioral Medicine through Telado
  • Short-Term Disability Insurance
  • Long-Term Disability Insurance
  • Life Insurance
  • Pet Insurance
  • Education Reimbursement Opportunities
  • Flexible and Dependent Benefits Plan
  • Referral Bonuses

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