Business Administrator (FT or PT)

Senler, Campbell & Associates is a growing engineering consulting firm committed to delivering exceptional service to our clients while maintaining efficient business operations. We are seeking a highly organized, proactive, and detail-oriented Business Assistant to support the day-to-day administrative, financial, marketing, and operational functions of the company.

This role is ideal for someone who enjoys variety in their work, takes ownership of processes, and thrives in a smaller professional environment. You will work directly with company leadership and play a critical role in keeping projects, finances, systems, and information running smoothly across the organization.

Position Summary

The Business Assistant serves as the central coordinator for operational and administrative activities across the firm. Responsibilities include accounting support, expense management, business systems administration, marketing coordination, data management, project setup, reporting, resource planning, and general office administration.

The ideal candidate is highly organized, comfortable with technology, capable of managing multiple priorities simultaneously, and committed to accuracy and follow-through.

Key Responsibilities Business Operations & Executive Support

• Support company leadership with administrative and operational initiatives.
• Maintain business records, databases, and internal documentation.
• Coordinate and track company processes, deadlines, and recurring administrative tasks.
• Assist with special projects and process improvement initiatives.
• Maintain company filing systems and organizational standards.

Project Administration

• Create and maintain project records and project numbers.
• Assist with project setup and updates within company systems.
• Support project managers during proposal and pursuit activities.
• Coordinate project information, contract details, and project documentation.
• Maintain project marketing sheets and project data repositories.
• Help assemble qualifications packages, proposal documents, and RFP responses.

Accounting & Financial Administration

• Manage vendor invoices, receipts, and expense documentation.
• Enter and maintain expense records in QuickBooks.
• Track recurring monthly expenses and maintain expense logs.
• Gather billing documentation and payment records.
• Support transaction reconciliation and financial record accuracy.
• Assist with payroll-related administrative processes.
• Maintain account information, vendor records, and payment tracking.
• Coordinate with leadership regarding bill payment and expense management activities.

ERP, Reporting & Data Management

• Maintain and update company Enterprise Resource Planner (ERP) data sources.
• Enter and manage project and financial information within tracking systems.
• Ensure accuracy and completeness of business data.
• Assist with dashboard updates and reporting activities.
• Monitor system refreshes and reporting consistency.
• Support leadership by maintaining accurate business intelligence data used for planning and decision-making.

Marketing & Business Development Support

• Maintain and update company marketing materials.
• Create and update project sheets and qualification documents.
• Assist with proposal preparation and submittals.
• Coordinate website content updates.
• Support LinkedIn and social media activities.
• Organize project photos, marketing content, and branding materials.
• Ensure marketing documents remain consistent with company standards.

Technology & Systems Coordination

• Maintain company document templates and administrative resources.
• Coordinate technology-related administrative tasks, including communication with third-party IT service provider.
• Assist with maintenance of digital platforms, cloud storage systems, and internal business tools.

Office Administration

• Manage office supply purchasing and inventory.
• Coordinate routine office maintenance activities.
• Organize business records and shared resources.
• Monitor administrative service providers and vendor communications.
• Support general office operations and employee administrative needs.

Required Qualifications

• Strong proficiency with Microsoft Office, including Excel, Word, and Outlook.
• Excellent organizational and time management skills.
• Strong written and verbal communication abilities.
• High attention to detail and accuracy.
• Ability to handle confidential information professionally.
• Ability to manage multiple priorities with minimal supervision.

Preferred Qualifications (Not Required)

• Experience with QuickBooks.
• Experience with SharePoint, Teams, and Microsoft 365 applications.
• Experience supporting professional services, engineering, architecture, construction, or consulting firms.
• Familiarity with Power BI reporting environments.
• Experience with proposal coordination or marketing support.
• Basic bookkeeping or accounting knowledge.

Success Factors

The successful candidate will be:

• Proactive rather than reactive.
• Extremely organized and dependable.
• Comfortable learning new technology and business systems.
• Able to prioritize competing responsibilities.
• Professional in interactions with clients, vendors, and staff.
• Committed to continuous improvement and operational excellence.