The Administrative Assistant at ACRT provides critical support to the operations team by overseeing administrative functions, ensuring smooth communication, and facilitating operational processes. This role involves managing day-to-day office tasks, supporting project managers, and contributing to the efficiency and success of the operations department. The Administrative Coordinator will work closely with various teams, including field staff, project managers, and senior leadership, to ensure timely delivery of services and coordination of resources.

Essential Duties & Responsibilities 

Administrative Support 

• Assist in organizing meetings, scheduling appointments, and preparing reports. 

• Manage office supplies and coordinate office maintenance tasks. 

• Maintain records, databases, and documentation related to operational activities. 

• Process and track expense reports, invoices, and vendor payments. 

• Provide comprehensive support in a professional, responsive manner. 

• Prepare billing/invoices, collections, and project administration. 

• Other duties as assigned. 

Project Coordination 

• Provide administrative support to project managers in organizing project timelines, deliverables, and milestones. 

• Coordinate with teams to ensure that project materials are properly managed and tracked. 

• Assist with communication between internal teams and external vendors or contractors. 

Operations Support 

• Monitor and maintain operational schedules, ensuring timely completion of tasks. 

• Track and report key operational metrics to senior management. 

• Collaborate with HR to onboard new team members and maintain staff records. 

• Support teams with time and expenses and use of the Company’s billing program:  training, entries, reconciliation, and billing 

Customer & Vendor Communication 

• Serve as a point of contact for clients, vendors, and other external stakeholders. 

• Ensure prompt responses to inquiries and support requests by directing calls and questions to the appropriate mangers. 

• Coordinate with vendors for services and supplies related to operations. 

Requirements 

Minimum Qualifications: 

• Education: Associate's degree in business administration, Natural Resource Management or related field

or

• Experience: Minimum of 1 year of administrative experience in a fast-paced office environment. 

Preferred Qualifications: 

• Bachelor’s degree in Business Administration, Natural Resource Management or a related field

• Experience in around an operations, environmental services, or project management setting. 

• Familiarity with project management software and tools (e.g., Asana, Microsoft Project). 

• Knowledge of environmental regulations and compliance is a plus. 

• Ability to manage multiple tasks with accuracy and efficiency. 

Desired Skills: 

• Proficiency with MS Office (particularly Word, Excel, Outlook) 

• Experience in auditing data and interpreting data for trends and forecasting

• Excellent client and employee relations skills 

• Ability to manage multiple tasks and prioritize 

• Excellent verbal and written communication skills 

• Self-motivated, organized, and able to work independently 

• Strong electronic, paper organization skills as well as email management

• Established problem-solving skills, ability to gather and analyze information and resolve problems quickly 

• Comfortable working in a fast-paced, rapidly changing work environment 

• Creative and forward-thinking personality required; someone who is quick to learn and eager to take on responsibility and accountability

• Able to be responsible for tracking, measuring and providing reports on work progress by program, along with tracking annual budget