Job Description

At Altamira , our mission is to solve our clients’ most complex, regulatory, operational, and business challenges by being the first choice and trusted partner for strategy, consulting, technical expertise, and digital technology solutions.

We know that diverse thinking delivers smarter ideas. Altamira employees are intelligent, creative, goal-oriented self-starters. People who thrive on collaboration and are eager to explore and take on new challenges.Together we develop, empower, and excel.Altamira is agile, dynamic, and future-focused with locations across the Gulf Coast and the Midwest. Our employees cultivate strong, positive relationships built on respect for each other, our clients, the environment, and the communities where we work. We take ownership for our results and celebrate our successes.

Administrative Assistant / Billing Specialist

If you are a dynamic and skilled administrative professional who thrives on multi-tasking, and takes pride in the execution of your duties, our Administrative Assistant / Billing Specialist position is waiting for you. We offer you the opportunity to work with a diverse team of technical and scientific staff within our Texas operations, by undertaking and delivering high-quality administrative and clerical assignments. The position serves as a main point of contact for our fast-paced Houston office, greeting visitors and triaging incoming calls. You may engage in event planning, meeting setup and implementation. If you have a positive disposition and are willing to learn about how we serve our clients, then we want to hear from you.

Job Duties and Responsibilities

Administrative Tasks:

• Perform all receptionist duties for the office, including answering phones and greeting visitors, clients, and vendors.
• Compile data, maintain files, and prepare periodic and special reports.
• Review, edit, format, package and collate time sensitive documents, reports, data files before sending to authorized individuals internally or externally.
• Complete a range of clerical tasks such as managing meeting room calendars, sorting mail, or preparing invoices.
• Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
• Work on multiple assignments with varying deadlines and priority levels.
• Function as a resource for others by responding timely to questions, e-mails, and phone calls.

Billing:

• Coordinate with Project Managers regarding contract documents, change orders, approvals, and any additional services related to billing
• Coordinate with Project Managers to review preliminary invoices for appropriate labor, expense charges, billing rates, fee maximums, and make appropriate changes as required
• Issuing client invoices in a timely manner

Office Operations Management:

• Overseeing office supplies inventory and ordering replacements.
• Coordinating facility maintenance and repairs
• Managing office budget and tracking expenses
• Liaising with vendors for services like cleaning, catering, and security
• Ensuring compliance with office policies and procedures

Team Support:

• Onboarding new employees and providing administrative support
• Facilitating communication between departments and team members
• Coordinating office events and celebrations
• Addressing employee concerns regarding office operations

Requirements:

• Five years’ experience showing increasing administrative skill development and responsibility.
• Adept with writing essentials such as spelling, punctuation, sentence structure.
• Must be proficient in a variety of writing styles, from creative, professional to technical.
• Proficiency with MS Office (Excel, Word, Power Point and Outlook.) and Adobe
• Strong organizational skills
• Energetic and eager to tackle new projects and ideas
• Comfortable interacting with all levels of personnel, clients, regulatory agencies.
• Team player capable of cultivating productive working relationships across the company
• Out of the box thinker, resourceful, can-do attitude
• Must demonstrate strong initiative, time management and ability to manage competing priorities.
• Must demonstrate ability to multi-task or have experience supporting multiple managers
• Must exhibit high-level of integrity, accuracy, attention to detail and strong organizational skills.
• Experience with Ajera ERP a plus.
• Bachelors or Associate Degree preferred.

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