Administrative Assistant - Decatur, IL

Job Description

Administrative Assistant
- Decatur, IL

ADM is seeking a highly organized and detail‑oriented individual to join our Engineering & Projects team as an experienced Administrative Assistant, specializing in Project Accounting. This role will support the team by maintaining accounting systems, managing administrative tasks, and assisting with project‑related activities to ensure smooth operations and compliance with company standards.

• Maintain and update project information in Ajera for the Engineering & Projects team
• Generate monthly invoices and reports
• Assist Project Managers and staff with KPI tracking and report generation
• Approve Ajera timesheets for all Engineering Service (ES) employees and Tech Services contractors

• Approve ADM timecards for non‑exempt employees.
• Supervise and approve timesheets for temporary contractors in Fieldglass

• Process invoices in Coupa
• Create and receive purchase orders for ES and Tech Services contractors
• Provide information and coordinate safety boots/glasses for the team

• Organize and maintain project files and employee records
• Assist with new hire onboarding processes
• Gather information and complete Tax Credit Questionnaires
• Coordinate travel arrangements for ES and Tech Services personnel
• Maintain professional certifications and licenses for ES employees

• Maintain copiers, plotters, and ES fleet cars, including oil changes, repairs, and mileage reporting
• Order office and safety supplies as needed
• Organize the department library, record new books, and file documentation

• Organize ES department meetings, including room setup, food, and refreshments
• Plan and coordinate holiday food days, anniversaries, and retirement celebrations
• Assist management with meeting setups and miscellaneous tasks

• Manage records retention, including requesting boxes, maintaining spreadsheets, and ensuring proper storage
• Scan drawings and upload them to Project Wise
• Download photos from cameras and organize them in Project Wise

• Assist with in‑office seating assignments and workspace organization

• Interface with the accounting team for reconciliations and financial reporting
• Support financial analysts with cash flow and net income analysis (profit/loss) reporting

• High school diploma or equivalent required
• Proven experience in administrative support, project accounting, or a similar role
• Strong organizational and multitasking skills with attention to detail
• Excellent communication skills, both written and verbal
• Ability to work independently and collaboratively in a fast‑paced environment
• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)

• Associates or Bachelor’s degree in Business Administration, Accounting, or a related field preferred
• Prior experience in engineering or technical services environments is advantageous
• Proficiency in Ajera Accounting software, Coupa, and Fieldglass preferred
• Familiarity with Project Wise or similar document management systems is a plus

At ADM, we value our employees and provide opportunities for growth and development. As part of our Engineering Services team, you’ll play a vital role in ensuring operational excellence and contributing to the success of our projects.

Excited about this role but don’t think you meet every requirement listed? We encourage you to apply anyway. You may be just the right candidate for this role or another one of our openings.

ADM requires the successful completion of a background check.

Base pay offered may vary depending on multiple individualized factors, including market location, job‑related knowledge, skills, and experience. Hourly and salaried non‑exempt employees will also be paid overtime pay when working qualifying overtime hours.

If hired, employees will be in an “at‑will” position and the Company reserves the right to modify base pay (as well as any other…