Sr Administrative Assistant

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Date Posted:
CA - San Diego
6815 Flanders Dr
San Diego
United States of America
Administrative Services



Are you highly motivated, hard-working, and seeking to join a growth-focused environmental consulting & engineering firm? Are you looking for a company that will invest in your development and grow your professional skills? If so, consider a career with Apex.

Powered by record sales, extraordinary client retention, strategic acquisitions, and an entrepreneurial spirit, Apex Companies is one of the fastest growing environmental consulting and engineering firms in the US. We take pride in keeping our clients happy and have earned numerous awards for project excellence. We continue to grow, and we want you to grow with us.

Your Responsibilities as a Senior Administrative Assistant:

Accounts Payable/Accounts Receivable (35%)

Process Vendor/Subcontractor Invoices/Unit Forms
Circulate Subcontractor Invoices for Project Manager Approval
Validate Assigned Charge Numbers
Enter into Accounting System
Contact New Vendors for Set Up Documentation
Draft Lien Waivers
Accounts Payable/Accounts Receivable (AP/AR) Processing
Download/Prepare/Circulate ARCS Report Weekly
Coordination of Collection Efforts with PMs on AR 60+ DSO
Enter Collection Notes in ARCS
Prepare Draft Apex Invoices
Generate Project-Level Accounting Reports
Draft T&M, Fixed Price, Specified Fee Invoices with Backup
Revise/Finalize invoices following Project Manager Review

Project-Level Administration (35%)

Contact Vendors and Process Subcontractor Service Order Agreements (SSOAs)
Maintain and Update Project Scheduling/Tracking Tools
Travel/Logistics Support for Field Work
Process Canvas & Hard Copy Field Notes/Photo Logs
Draft Basic Work Completion Reports using Standard Templates
Set Up Opportunities & Projects in Deltek Vision
Coordinate Certificates of Insurance Requests (COI)
Reading and analyzing Client Contracts

General Administrative Tasks (25%)

Answer Office Phones/Direct Callers and Greet Guests
Copy & File (Both Electronically & Hard Copy)
Administrative Support for Safety Documentation/Tracking 
Track/Monitor/File Employee and Office Certifications
Maintain Current Filing/Tracking for Safety Training/Milestones
Produce/Update Safety Training Books/Training Materials (Using PowerPoint)
Draft/Format Good Catch/Office Inspection and Incident Report Forms
Prepare/Coordinate Fed/Ex, other Shipping

Business Support (5%)
Format/Edit Resumes & Project Summaries
Proposal Formatting, Compliance Check, Assembly and Distribution


Why you'll love working for us:

  • Company-subsidized medical and dental.
  • Company-paid life, short- and long-term disability.
  • 401k match, tuition assistance, and more.
  • Cross-training and the ability to work on a variety of projects.
  • Performance-based bonuses or other incentives.
  • Working with the best and brightest in the industry.
  • 750+ employee national firm with 50+ locations across the US.

Minimum Requirements


What we're looking for:

  • Minimum of a high school diploma.
  • Minimum of 5 years of office experience within a professional services environment.
  • Strong Microsoft Office Abilities
    • Word (formatting, tables, headers/footers)
    • Excel (formatting, use of formulas, sort functions, pivot tables)
    • PowerPoint
    • Outlook (shared calendars, meeting invitations)
  • Accounting
    • Experience working with Deltek Accounting Systems (Vision)
    • Use of Work Breakdown Structures (WBS)
    • AP/AR
  • Strong Computer Abilities
    • Working in Cloud-Based Environment
    • Internet Explorer
    • Skype (setting up and administering Skype Meetings)
  • Communications
    • Strong verbal and written communication skills
    • Experience communicating with:
      • Executive/Senior Management Staff
      • Blue Collar/Field Technicians
      • Clients
  • Strong Attention to Detail
  • Able to Multi-Task & Prioritize
  • Strong Work Ethic
  • Comfortable working in a Fast-Paced Environment
  • Self-Starter
  • Proactive
  • Administrative experience such as familiarity with standard office concepts, practices, and procedures.
  • Experience with multi-line telephone systems, data entry, document preparation, and document management.
  • Ability to successfully perform multiple responsibilities simultaneously.
  • Demonstrated history of stable employment and excellent attendance and punctuality.

Interested? Apply today.

Apex Companies, LLC is an Affirmative Action/Equal Opportunity Employer.


TO ALL RECRUITMENT AGENCIES:  Apex Companies does not accept unsolicited agency resumes.  Please do not forward resumes for any of our job postings, to our careers sites, or to any employees of Apex Companies or affiliates.  Apex Companies is not responsible for any fees related to unsolicited resumes.