Job Title

Advanced Environmental Laboratories, Inc. (AEL) is Florida's largest environmental, chemical, analytical testing laboratory network with eight locations in the State. We are a professional services firm working mostly with government agencies, utilities, and engineering firms. We are looking for a full-time highly organized Administrative Assistant and Accounts Payables/Payroll Specialist for our AEL Headquarters in Jacksonville, Florida. The ideal candidate will be responsible for providing administrative support to ensure efficient operation of the office. The Administrative Assistant will support managers and the corporate team through a variety of tasks related to organization and communication. The candidate must be comfortable with general office operations, scheduling, and have excellent communication skills. They must also have some experience dealing with Accounts Payables and Payroll related tasks which require high attention to detail and advanced computer skills. The position reports directly to the President of AEL and our Business Manager but also works closely with the entire corporate team. Duties and Responsibilities: Administrative Assistant Schedules appointments, signs for incoming packages, and assists clients and other visitors. a. Provide general support for visitors. b. Act as the point of contact for internal and external clients. Provides administrative support to ensure efficient office operations. Maintains filing system. Maintains a clean and organized office environment. Works with sensitive information with discretion to maintain confidentiality, security and ensure compliance with privacy policies and regulations. Presents a positive and professional image for the organization. Ordering of office supplies and other related items. Organizes travel plans (booking hotels, travel arrangements) for corporate and management team. Assists with reaching out to client credit references during new client onboarding when credit terms are requested. Company-wide Amazon orders a. Managing approval queue. b. Reconciling monthly statement. Assisting with the processing of AMEX Orders. Accounts Payables/Payroll Specialist Maintains purchase order system (PLANERGY) PO Approval Queue Accurately invoices against received POs Maintains current item pricing Add/Remove Items as needed Sends out bi-weekly reporting on unreceived purchase orders to the management team. Monitor AP Outlook Inbox Monitor PLANERGY MS Teams Chat Charges expenses to accounts and cost centers by analyzing invoice/expense reports; recording entries. Issues purchase order amendments. Verifies vendor accounts by reconciling monthly statements and related transactions. Runs bi-weekly payroll for the company Protects organizations value by keeping information confidential. Updates job knowledge by participating in educational opportunities. Qualifications 1-2 Years of Office Experience Interpersonal skills, professional and courteous demeanor, excellent office and phone etiquette, and the ability to diffuse tense situations. Intermediate to Advanced proficiency in related office platforms. a. Microsoft Office i. Teams ii. Excel iii. Outlook b. Some accounting related system i. Preferred QuickBooks Online c. Some payroll related system i. Preferred - Paychex d. Some purchase order system i. Preferred - PLANERGY e. Adobe Acrobat Ability to work well independently and in collaboration with others Attention to detail and problem-solving skills is a must. Excellent written and verbal communication skills. Solid understanding of basic accounting principles. Solid understanding of basic payroll operations. Ability to communicate effectively with vendors and internal stakeholders. PREFERRED EDUCATION Degree in Business, Accounting, Finance or related field 1-2 years of experience with QuickBooks Online or equivalent Accounting System 1-2 years of experience with Paychex or equivalent Payroll System 1-2 years of experience with PLANERGY or equivalent Purchase Order System Benefits This position is full time, and eligible for all our benefits as follows: Paid Time Off (PTO): Annual vacation and personal days. Floating Holiday: One additional paid day off per year. Paid Holidays: 7 company-observed holidays. Health Insurance: Medical, vision, and dental coverage. Flexible Spending Account (FSA): Pre-tax account for eligible medical and dependent care expenses. Retirement Plan: 401(k) with company match (up to 4%) Insurance Coverage: Short-term disability, long-term disability, and life insurance fully paid by AEL. Employee Assistance Program (EAP): Confidential counseling and resources available at no cost to employees. In order to be considered for the position, all applicants must apply through AEL's job application website at: