14 Administrative Roles jobs in Gardendale

**Who We Are**
Hargrove supplies unparalleled services in engineering, procurement, construction management, and technical services in the industrial, commercial, and government sectors. With over 2,700 Teammates in 19 offices domestically and internationally, we build long-term support relationships in the energy generation, manufacturing, research and development, and process-heavy industry in on-site support arrangements, in plant-level small projects and consulting roles, and in larger capital projects.
Hargrove's key operating principle is to provide the Right People, in the Right Place, at the Right Time. We believe that relationships and partnering together provide the best results and long-term benefits for our clients.
Work-life balance and flexibility are important areas of focus for Hargrove. We're happy to discuss flexible working hours, patterns, and locations to suit you and the business.
**What You'll Be Doing**
**Job Summary:** Generally responsible for assisting Leaders and Project Managers with all aspects of administrative duties. This work will be performed under close supervision.
**Primary responsibilities will include but are not limited to:**
+ Preparing organizational charts, correspondence, transmittals and proposals.
+ Registering for conferences and exhibits including assuring that displays, promotional items, etc. are delivered and set up as needed.
+ Tracking charitable contribution requests received by the company including obtaining Leader approval, preparation of check requests and transmittals.
+ Scheduling participants for company sponsored events assuring that all arrangements are made.
+ Preparing company mailings, labels, etc.
+ Obtaining quotes or scheduling travel, conference calls and/or video conferences.
+ Assisting in meeting scheduling and ensuring proper arrangements are made.
+ Preparing meeting notes for Leader approval.
+ Preparing presentations and other client related information.
+ Submitting announcements and other company related information to appropriate publications.
+ Coordinating company events - holiday gatherings, community involvement, associate retreats, etc.
+ Providing scanning, copying, faxing, and filing services for Resource Leaders and Project Managers.
+ Execution of special projects.
This position offers a highly competitive compensation package, including paid time off, health insurance benefits, and matching retirement contributions.
**Ideal Background**
**Education:** High School Diploma or equivalent is required. Advanced coursework is preferred.
**Certification:** No certification is required for this position.
**Experience:** This position requires up to 5 years of relevant experience in administrative and clerical services in a professional office environment.
**Knowledge, Skills, & Abilities Required:**
+ Knowledge and application of company standards.
+ Knowledge of office administration procedures.
+ Proficient in the use of Microsoft Word, Excel and Outlook and other software as needed.
+ Attention to detail.
+ Excellent proofreading and grammar.
+ Ability to communicate effectively, both verbal and written.
+ Ability to maintain confidentiality in all areas.
+ Ability to work in a fast paced environment with extreme multi-tasking.
+ Ability to prioritize effectively.
+ Ability to develop reports.
+ Ability to maintain effective working relationships with teammates, clients, and vendors.
+ Ability to listen and ascertain the needs of teammates and clients
+ Ability to find and communicate accurate information concerning Hargrove services and capabilities.
**Physical Requirements:**
+ Ability to sit, stand, or walk for long periods of time.
#LI-MR1
**Hargrove Culture**
We work to create an environment founded on trust, personal integrity, and a "team mentality" so that each person understands the value of their contributions both on a project and company-wide level. We know that each person on our team contributes to the success of our company by pairing expertise and passion to meet and exceed the needs of the clients we serve across the globe.
Our safety culture protects and promotes the well-being of every person who works with us and every person touched by our work.
As a 100% Teammate owned company, we proudly offer a comprehensive benefits package including, paid holidays, personal paid time off, medical, dental, vision, life, and disability insurance, 401(k), and other benefits to eligible Teammates.
**Equal Opportunity Employment Statement**
Hargrove is an Equal Opportunity/Affirmative Action employer. We do not discriminate based upon race, color, national origin, religion, age, sex (including gender, sexual orientation, pregnancy, sexual identity, marital or family status), disability, military service or obligations, veteran status, or any other characteristic protected by law.
Hargrove is a drug-free workplace.
The selected candidate must be authorized to work in the United States.
Hargrove is passionate about serving our clients within our industry and the local economy, and we recognize that our impact goes beyond building great projects. Our extraordinary teammates serve the community with their time, talent, and generosity. The Hargrove team is a family whose volunteerism makes a huge impact on our communities, and The Hargrove Foundation is the vehicle for making a true difference in the lives of others.
We work to create an environment founded on trust, personal integrity, and a "team mentality" so that each person understands the value of their contributions both on a project and company-wide level. Hargrove has consistently been ranked one of the "Best Firms to Work For" by organizations such as ZweigWhite and Business Alabama.
We pair expertise and passion to meet and exceed the needs of the clients we serve across the globe. Our teammates strive to expand their knowledge and contribute to the success of the organization.
Stay informed about new opportunities that are relevant to your profile.

**Job Description:**
+ Experience managing calendars, inbox, and incoming calls.
+ Experience with timekeeping, expense reporting, arranging travel, and coordinating meetings.
+ Ability to manage calendar, travel, inbox, and incoming calls with minimal distractions.
+ Ability to confidentially screen emails, upon request, and the ability to proactively prioritize the handling/processing of requests.
+ Demonstrated proficiency using Microsoft Office products and Tools (Word, Excel, Power Point, Access, Outlook, OneNote and Teams).
+ Past experience supporting Client.
+ Experience with MAXIMO and Client ORACLE systems.
+ PowerPoint presentations.
+ Demonstrate proficiency to learn Client applications for invoice, expense, timekeeping, and procurement needs.
+ This role will support the Director, 4 Managers, as well as individuals within the organization.
**About US Tech Solutions:**
US Tech Solutions is a global staff augmentation firm providing a wide range of talent on-demand and total workforce solutions. To know more about US Tech Solutions, please visit ( .
US Tech Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

**Job Description:**
+ This position is responsible for providing administrative support to the client power Delivery Data Analytics Department.
+ This individual helps provide support to the Data Analytics Transmission, Data Analytics Distribution, AMI, and Power Delivery Budgeting.
+ Responsibilities will include completing time for 30 individual, expenses statements, and invoices from external partners.
+ This individual will work regularly with others to build and maintain positive relationships with internal and external clients.
+ Responsibilities for planning, assisting with planning and execution of corporate events and functions, team meetings, and meetings with other internal partners.
+ Required to effectively communicate and coordinate with external resources and individuals, while being a positive host and representative of the organization.
+ Position requires occasional travel throughout the Company footprint, up to 10% of the time.
**Job Duties and Responsibilities:**
+ Complete all expense reports for Analytics, AMI, Budgeting, and Communication teams- including mileage calculations. Target processing of expenses within 30 days. (40% of time required for this task)
+ Tracking receipts and contacting team members to obtain when necessary.
+ Timekeeper for teams mentioned above
+ Process time adjustments when needed.
+ Set up meetings and meals for team members as requested
+ Travel arrangements/reservations for Managers as needed
+ Coordinate logistics for Exhibitor Conferences
+ Register employees and set up hotel accommodations as needed
+ Assist with new employees on-boarding
+ Obtain client Badge and access
+ Order P-card & assist with activation and training
+ Coordinate with finance and budgeting teams on account number questions as needed
+ Order flowers or gifts when needed, (for example, sympathy arrangements, customer gifts)
+ Maintain office supply cabinet and assist with keeping office area stocked and clean
+ Small event coordinator for internal/external collaboration and business development
+ Position is required in the office 3 days/week minimum. Sometimes will be needed more often. Advanced notification will be given. Accommodations for Hybrid work will be available when needed if available.
**Experience Requirements:**
+ A minimum of two (2) years of clerical /administrative, or customer service experience preferred
+ Proficient in Microsoft Outlook, Word, Excel & PowerPoint required
+ Knowledge of Oracle and Maximo preferred
+ Strong communication skills
+ Ability to schedule meetings, coordinate schedule, and plan and prepare for meetings
**Knowledge, Skills & Abilities: Behavioral Attributes:**
+ Ability to embrace and exhibit Our Values (Safety First, Unquestionable Trust, Superior Performance, and Total Commitment)
+ Strong administrative skills including making travel arrangements, preparing, and processing expense statements, invoice processing, check requests, file management, journals, etc.
+ Excellent communication skills, calendar management, scheduling, and logistic coordination
+ Ability to plan meetings/conference calls, prepare agendas, as well as record and transcribe minutes of meetings into actionable tasks
+ Ability to proactively prioritize and multi-task
+ Ability to make decisions and anticipate next steps
+ Ability to build and maintain relationships with the administrative staff of officers and directors
+ Excellent time management and organizational skills
+ Comprehensive knowledge of company operations, policies, and procedures
+ Must be a self-starter and be able to work independently
+ Ability to adjust to changing priorities
**Education Requirements:**
+ Two (2) years or more of vocational, college work or higher education degrees preferred.
**About US Tech Solutions:**
US Tech Solutions is a global staff augmentation firm providing a wide range of talent on-demand and total workforce solutions. To know more about US Tech Solutions, please visit ( .
US Tech Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Description We are looking for a detail-oriented Administrative Assistant to join our team on a contract basis. This role is based in Fairfield City, Alabama, and involves providing essential office support to ensure smooth daily operations. If you excel in multitasking and have strong organizational skills, this is an excellent opportunity to contribute in a non-profit environment.
Responsibilities:
- Provide general administrative support, including managing office correspondence and handling documentation.
- Answer and direct inbound calls professionally, ensuring excellent communication with clients and stakeholders.
- Perform accurate data entry tasks to maintain and update organizational records.
- Assist with receptionist duties, including greeting visitors and managing the front desk operations.
- Organize and maintain office files, ensuring easy access to important information.
- Coordinate schedules, meetings, and appointments to support team efficiency.
- Handle basic office supply management, including ordering and inventory tracking.
- Support the preparation of reports, presentations, and other materials as needed. Requirements - Proven experience in administrative assistance or a similar role.
- Proficiency in handling inbound calls and managing office communication.
- Strong skills in data entry with attention to accuracy and detail.
- Ability to perform receptionist tasks with professionalism.
- Excellent organizational and multitasking abilities.
- Familiarity with office systems and equipment.
- Effective verbal and written communication skills.
- A team-oriented mindset with a proactive approach to problem-solving. TalentMatch®
Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.
Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app ( and get 1-tap apply, notifications of AI-matched jobs, and much more.
All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.
© 2025 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking "Apply Now," you're agreeing to Robert Half's Terms of Use ( .

Description
We are looking for a meticulous Administrative Assistant to join our team in Hoover, Alabama. This Contract to permanent position offers the opportunity to work in a dynamic environment, supporting a growing organization. While the role allows for remote/hybrid work, candidates must be local to the area for occasional in-office responsibilities.
Responsibilities:
- Manage and process paperwork related to course completion, including issuing certificates and submitting documentation to institutions.
- Answer phone calls and answer customer questions regarding program
- Respond to inquiries from educational institutions regarding course details and provide clear and precise correspondence.
- Coordinate and send informational packets to schools while maintaining accurate records.
- Assist with data entry tasks, such as uploading products to the website and proofreading content for accuracy.
- Utilize Canva to create newsletters, event materials, and other graphic content for school communications.
- Collaborate with team members using Slack to ensure seamless communication and task management.
- Perform occasional administrative tasks in Word and Excel to support daily operations.
- Maintain organized records and documentation to ensure efficiency in administrative workflows.
Requirements
- Proficiency in Microsoft Word and Excel for administrative tasks.
- Familiarity with Canva for creating graphic content and materials.
- Experience using communication platforms such as Slack to coordinate with team members.
- Strong attention to detail and organizational skills for managing paperwork and data entry.
- Ability to handle inbound calls and respond professionally to inquiries.
- Basic knowledge of Adobe Acrobat for document management.
- Local residency to the Birmingham, Alabama area, with the ability to work remotely and attend in-office tasks as needed.
TalentMatch®
Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.
Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app ( and get 1-tap apply, notifications of AI-matched jobs, and much more.
All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.
© 2025 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking "Apply Now," you're agreeing to Robert Half's Terms of Use ( .

SUMMARY

The receptionist/administrative assistant is the first point of contact for the company and provides administrative support across the organization. This position handles the flow of visitors through the business while ensuring all front desk responsibilities are completed accurately and in a timely manner.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Welcomes visitors by greeting, welcoming, and directing to the proper individual/department.
• Answers and forwards incoming phone calls while providing basic information as requested.
• Receives, sorts, and delivers mail daily.
• Logs A/P and other checks received in the mail prior to handing off to accounting.
• Maintains company security concerning front door and controlling building access.
• Performs clerical duties such as filing, photocopying, scanning, and faxing.
• Handles shipping needs for the front office.
• Performs support for company CEO and company President.
• Supports CheckWorks division by sorting mail-in orders and logging CheckWorks checks received for Accounting
• Assists Accounting department with mailing invoices for monthly billing (low volume as most are invoiced online)
• Replenishes supplies such as coffee, paper products, sodas, etc. to front break room and notifies procurement department for inventory purposes.
• Monitors MS Compliance emails, responds to compliance requests, and maintains due diligence request log.
• Uses Salesforce to handle client contract administration for Main Street. This includes special terms creation, execution, and recording non-renewals.
• Creates NDA upon request for clients, prospects and vendors.
• Assists with preparations for board meetings and other on-site meetings as requested by management.
• Updates company phone lists and disaster recovery contact list quarterly.
• Update compliance folder annually to update insurance certificates, privacy policy and other items as needed such as SOC report and audited balance sheet.

QUALIFICATIONS

• Proven work experience in a similar role (1-3 years)
• Proficient with Microsoft Office Suite
• Experience utilizing Salesforce in previous role preferred, but not required
• Professional appearance
• Solid verbal and written communication skills
• Resourceful and proactive in dealing with issues that may arise
• Ability to organize, multitask, prioritize, make decisions, and work under pressure
• High school degree or equivalent required ; Some college in relevant field (i.e. communications, business/public administration) preferred

Language Skills

English

Mathematical Skills

Basic math

Reasoning Skills

The ability to be resourceful and proactive in dealing with issues that may arise.

Physical Demands

Carrying light weight boxes and soda cases to replenish the front breakroom with coffee, paper products, and other supplies weekly and as needed (i.e. ability to lift 25 pounds)

Work Environment

The ideal candidate will be outgoing and friendly to visitors. Also, will need to maintain a level of professionalism as position will assist company CEO and company President.

Description

The administrative assistant/receptionist is responsible for providing program support to individuals, groups, and family counseling to program participants by working to help manage front office and billing duties. The administrative assistant/receptionist will be responsible for receiving incoming calls, determining the nature of business, and directing the callers to appropriate destinations. This is the perfect position for an individual who can perform clerical and administrative duties. The area of service is Jefferson County.

Requirements

High school diploma

Ability to use a computer and understand database systems

Physical Requirements:

Requires the physical mobility to sit, stand, walk, and bend for moderate periods of time.

The Administrative Assistant is responsible for handling documentation and correspondence in support of one or more managers.
**Responsibilities:**
+ Create and maintain project information in project management system; create subcontracts, purchase orders, change orders and their respective attachments as well as generating transmittals per Project Manager's request for plans and specifications and pay requests.
+ Correspond on routine inquiries with subcontractors and vendors at the beginning and throughout the duration of a project, fax or email correspondence to the field or other locations as needed.
+ Coordinate invoice routing and monitor payments to subcontractors and vendors.
+ Enter and maintain client and prospect data in automated system.
+ Generate and edit contract based documents through contract negotiations to produce final AIA owner contract documents. Produce owner AIA change orders as required.
+ Answer and direct phone calls or take messages for appropriate parties.
+ Verify insurance certificates and follow up to insure proper coverage is in place.
+ Greet and welcome persons entering the office, determine the nature and purpose of visit, and direct or escort them to specific destinations.
+ Notarize, copy and distribute required documents.
+ Prepare agendas for meetings and make arrangements, such as coordinating catering for luncheons, for committee, and other meetings.
+ Prepare plans and specifications for pickup/shipment.
+ Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.
+ Contact subcontractors and/or vendors to follow up on signed subcontracts, purchase orders and change orders.
+ Perform general administrative duties such as but not limited to; filing, photocopying, taking and distributing meeting minutes, managing schedules, coordinating travel arrangements, scheduling appointments with internal and external parties, providing back up to switchboard, ordering supplies, sorting and distributing correspondence and maintaining database records.
**Requirements:**
+ High School Diploma, GED or equivalent
+ 1-2 years of experience providing administrative support preferably in the A/E/C industry
+ Knowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level.
+ Proficient in MS Office, Adobe/Bluebeam; Procore experience preferred
+ General basic knowledge of or ability to learn accounting software and systems.
+ Valid Driver's License required
Physical Demands and Working Environment:
_The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions._
Environment: Work is performed primarily in a standard office environment with extensive public contact and frequent interruptions.
Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight 50 lbs; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other locations using various modes of private and commercial transportation; and to verbally communicate to exchange information.
Vision: See in the normal visual range with or without correction.
Hearing: Hear in the normal audio range with or without correction.
EOE - Vets/Disabilities
_HPM does not accept unsolicited resumes from search firms or agencies. Any resume submitted to any employee of HPM without a prior written search agreement will be considered unsolicited and the property of HPM._

Our associates celebrate lives. We celebrate our associates.
Consider the possibilities of joining a Great Place to Work!
Help drive sales and increase revenue by providing sales administration and support for market or territory sales team.
**JOB RESPONSIBILITIES**
+ Reviews pre-need sales contracts, obtains required documents, verifies information for accuracy and completeness, and ensures compliance with regulations and processes. Updates systems and links documents with contract.
+ Arranges for warm lead sales meetings with potential customers. Contractually secures meeting space, arranges for food/beverages, orders delivers desired marketing materials, and schedules sales team members to attend. May contact potential customers' to confirm reservation. May set up meeting and materials.
+ Review sales leads assigned to the Market, assess the customer demographics, and allocate the lead to the applicable location sales team.
+ Run and export sales reports and forward to applicable Sales Manager for action.
+ Self manages workload to deliver quality work on time. Consistently applies procedures, regulations, and policies producing compliant and efficient results. Works independently; as needed requests work be peer reviewed for accuracy and improvement. Completes non-routine work applying experience and knowledge of procedures, regulations, and policies; escalates complex and unique issues for guidance. Exhibits accountability for work and behaviors.
+ Takes the initiative to discuss assignments, expectations, priorities and deadlines as well as seek guidance and coaching from manager. Notifies manager when workload is light and volunteers for additional work. Adjusts effectively to work within new work structures, processes, requirements, or cultures. Ensures compliance with local, state, and federal regulations.
+ Maintains department's standard operating procedures (SOP) and job aids. Requests SOP & job aids peer review. Learns how to document SOPs, appropriate level of detail, and written communication.
**MINIMUM** **Requirements**
Education & Licenses
+ High School Diploma or GED
Experience
+ At least two (2) years' sales or sales support experience with database/software proficiency
+ SalesForce.com software experience with Lead Generation module preferred
+ MindTickle software experience a plus
+ Demonstrate knowledge and application of regulations
Knowledge, Skills and Abilities
+ Cognitive ability including reasoning, planning, comprehend ideas, learn quickly, learn from experience, and appropriately apply learning to new situations.
+ Process and results oriented, motivated to keep projects moving ahead by identifying obstacles and exploring alternatives
+ Knowledgeable in industry and sales acumen
+ Must have a positive attitude, a drive to continually advance your understanding of the industry and business, and is highly self-motivated
+ Ability to build professional and trusting business relations across the Market
+ Professional written and verbal communication skills
+ Excel skills to independently add formulas, subtotals, and pivot tables to summarize data
+ Proficient MS Office Suite skills
Postal Code: 35211
Category (Portal Searching): Sales
Job Location: US-AL - Birmingham
Job Profile ID: S00147
Time Type: Full time
Location Name: Elmwood Cemetery & Mausoleum