Administrative Assistant 2 4P/910

Title: Administrative Assistant II – Field Operations
Client: Southern Company Services
Location: Gulfport, MS
Contract: 3 Years
Experience: 3–5 Years
Work Schedule: On-site, 5 days per week
 

Job Summary

We are seeking an experienced Administrative Assistant II to provide on-site administrative support for Technology Organization Field Operations supporting the Mississippi and Mobile regions.

This position will support daily operations, projects, employees, supervisors, and leadership. The ideal candidate will have strong experience with timekeeping, expense reporting, invoice processing, calendar management, travel coordination, meeting support, document preparation, and general office administration.

The role requires strong organizational skills, sound judgment, attention to detail, and the ability to manage multiple priorities with limited supervision.

Key Responsibilities

• Process employee time and maintain required timekeeping reports.

• Prepare and reconcile:

  • Employee expense reports

  • Procurement card statements

  • Invoices

  • Office administration expenses

• Coordinate utility bill processing and usage tracking for supported Mississippi locations.

• Maintain employee training records, schedules, calendars, and conference room calendars.

• Coordinate meetings and departmental events, including:

  • Room reservations

  • Video conferencing

  • Catering

  • Meeting logistics

• Arrange business travel for supervisors and employees.

• Manage calendars, appointments, and scheduling as needed.

• Prepare presentations, reports, correspondence, spreadsheets, and other business documents.

• Review and proofread documents, emails, reports, and presentations.

• Order and maintain office supplies, leased equipment, safety glasses, gloves, and operating materials.

• Support safety and compliance administration, including inventories, schedules, and fire extinguisher tracking.

• Provide general office support including phone coverage, mail distribution, filing, scanning, copying, and document handling.

• Support special projects and provide backup administrative coverage as needed.

• Travel within the Mississippi and Mobile regions approximately 20% of the time.

Required Qualifications

• 3–5 years of administrative support or related office experience preferred.

• High school diploma or equivalent required.

• Strong experience with administrative and office support functions.

• Proficiency with:

  • Microsoft Word

  • Microsoft Excel

  • Microsoft PowerPoint

  • Microsoft Outlook

• Experience with calendar management and scheduling.

• Experience arranging business travel.

• Strong organizational and time-management skills.

• Ability to manage multiple priorities and meet deadlines.

• Excellent written and verbal communication skills.

• Strong attention to detail and proofreading skills.

• Ability to work independently with limited supervision.

• Ability to maintain confidential and sensitive information.

• Valid driver’s license and ability to travel to supported work locations.

• Ability to qualify on the required pre-employment clerical assessment.

Preferred Qualifications

• College degree.

• Experience supporting a large department, operations team, or customer-service organization.

• Experience with:

  • Timekeeping

  • Expense reporting

  • Invoice processing

  • Procurement cards

  • Travel arrangements

  • Meeting coordination

• Experience using Oracle or a similar system for time, expense, or invoice processing.

• Certified Administrative Professional (CAP) or similar administrative certification.

• Previous experience supporting field operations or utility environments.

Key Skills

Administrative Support | Timekeeping | Expense Reporting | Invoice Processing | Calendar Management | Travel Coordination | Microsoft Office | Oracle | Meeting Coordination | Procurement Cards | Document Management | Office Administration | Field Operations | Customer Service | Safety Administration