Advanced Environmental Laboratories, Inc. (AEL) is Florida’s largest environmental, chemical, analytical testing laboratory network with seven locations in the State. We are a professional services firm working mostly with government agencies, utilities, and engineering firms. We are looking for an Administrative Assistant and Account Payable Specialist for our Headquarter location in Jacksonville, Florida.

 

We are looking for a part-time highly organized Administrative Assistant and Account Payable Specialist for our AEL Headquarter in Jacksonville, Florida.

 

See the instructions below on how to apply for this position.

Schedule: Flexible – Minimum of 20 hours a week, but no more than 30.

Pay: $20 – $25/hr – Depending on Experience

 

Position Description:

The ideal candidate will be responsible for providing administrative support to ensure efficient operation of the office. The Administrative Assistant will support managers and employees 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.

The position reports directly to the President of AEL and our Business Manager, but also works closely with the Vice President and Operations Manager.

 

Duties and responsibilities include but are not limited to:

(Administrative Assistant)

  • Schedules appointments, signs for incoming packages, and assists clients and other visitors.
    1. Provide general support for visitors.
    2. 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 and 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
    1. Managing approval queue.
    2. Reconciling monthly statement.
  • Assisting with the processing of AMEX Orders.

 

(Accounts Payable Specialist)

  • Maintains Purchase Order System
    • 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.
  • Protects organization’s value by keeping information confidential.
  • Updates job knowledge by participating in educational opportunities.
  • Accomplishes accounting and organization mission by completing related results as needed.

 

Qualifications/Skills:

  • 1-2 Years of Office Experience
  • Interpersonal skills, professional and courteous demeanor, excellent office and phone etiquette, and the ability to diffuse tense situations.
  • Familiarity with standard office platforms, such as Microsoft Office and standard office equipment
  • Ability to work well independently and in collaboration with others
  • Attention to detail and problem-solving skills.
  • Excellent written and verbal communication skills.
  • Solid understanding of basic accounting principles.
  • Ability to communicate effectively with vendors and internal stakeholders.

 

PREFERRED EDUCATION

  • 1-2 years of experience with QuickBooks
  • 1-2 years of experience with bookkeeping

 

To Apply: Resumes submitted through the Indeed.com “Apply Now” button are NOT reviewed. In order to be considered for the position, all applicants must apply through AEL’s job application website at: https://www.aellab.com/job-application

There you can fill out the online application and have it sent directly to the Laboratory Manager doing the hiring. Be sure to include the position title you are applying for and to attach a PDF or MS Word version of your resume once there because your application can’t complete without it. Also, a copy of your college transcript (if you have one available) and a cover letter always help.

The whole process should take less than 15 minutes. Applying this way will get your information to the right person in the most complete and fastest way possible, and let that AEL Lab Manager know you are serious about wanting an interview.

 

About Advanced Environmental Laboratories

AEL is headquartered in Jacksonville, Florida, and has additional laboratories located in Tampa, Gainesville, Altamonte Springs, Miramar, Fort Myers, and Tallahassee. Our government clients include over 140 city, county, State, and Federal agencies across Florida. Our private clients include a who’s-who list of the top engineering firms on the nation, along with multiple Fortune 500 corporations. Our typical work includes drinking water, wastewater, hazardous waste, CERCLA, RCRA, landfill, and property assessment projects. This well diversified portfolio of clients and projects enables AEL to avoid the highs and low of work that many of our competition face, and makes for a very stable working environment for our employees. AEL currently employs some 140 personnel statewide. The staff includes degreed chemists, biologists, and microbiologists, along with trained technicians and support staff. Because of management philosophy, AEL is committed to helping its employees grow professionally and personally. In addition, AEL recognizes that a stable workforce is key to continuity, and continuity is key to quality for an environmental testing laboratory. AEL’s strong commitment to its staff shows in its low employee turnover, which remains below that typical for our industry and our competition. Visit our website at http://www.aellab.com. AEL welcomes your application to join our team today.

 

To apply for this job please visit aellab.com.