Regional Operations Administrative Assistant

As an Operations Assistant for Civil & Environmental Consultants, Inc. (CEC), you'll support project financial processes, reporting, and coordination across Operations, Accounting, and Leadership teams throughout the Midwest region. This role helps ensure accurate financial tracking, timely followups, smooth project lifecycle management, and support for effective operational decisions, initiatives, and growth.

Key Responsibilities

Support work in progress and accounts receivables management by participating in internal financial meetings and following up on Change Orders, Proposals, and outstanding items.
• Assist with Doubtful Accounts by gathering updates from Project Managers, Principals, and accounting staff and maintaining a tracking spreadsheet.
• Review project status for budget status, change orders, and adjustments; communicate findings and consolidated status to leadership.
• Request and distribute billing reports, including endofperiod summaries of unfinalized bills and progress updates.
• Generate and send 3Month Estimates, Utilization Reports, and Utilization Charts using internal tools.
• Provide occasional support with data input in project financial systems.
• Track employee performance credit adjustments and performance metric revisions during the employee review cycle.
• Complete project closeouts and identify final budget status resolution.
• Maintain records of professional organization memberships, sponsorships, donations, and related activities.
• Assists the regional office leads with various business-related administrative tasks as assigned.
• Assist with and coordinate regional communications and/or events and potentially travel accommodations.

• Ability to interact effectively with internal staff, vendors, and clients when gathering information or resolving simple issues.
• Dependable team member who supports broader business operations as needed.
• Strong customer service focus.
• Excellent organization and time management skills.
• Basic understanding of common financial documents (invoices, purchase orders, statements, and related financial reports).
• Proficiency with Microsoft Excel (sorting, filtering, formulas, data entry, and pivot tables) is a strong plus.
• Ability to learn new software tools quickly and follow established data-entry procedures. (Systems unique to CEC - CybEr C, Deltek)
• Ability to track, maintain, and review financial data for accuracy and completeness.
• Skilled in identifying discrepancies and escalating issues appropriately.
• Sound judgment when handling routine financial questions or determining when to involve the manager.
• Ability to manage multiple tasks, deadlines, and shifting priorities with minimal oversight.
• Strong attention to detail and commitment to accuracy in all work.
• Ability to maintain organized digital and physical records.
• Ability to handle sensitive financial, business, and employee information with discretion and appropriate confidentiality.
• Ability to travel as needed.
• Ability to recognize and communicate where process efficiencies can be realized.

We have experts! CEC is consistently ranked as a Top 500 Design Firm and Top 200 Environmental Firm by Engineering News-Record. We are looking for people who enjoy using their education and experience to solve difficult technical problems and work on interesting projects. You can accomplish this while working with a team of professionals who are equally motivated to provide high levels of service to our clients and to teach you along the way.

We have support! We have a variety of Employee Resource Groups, including CEC Community - focused on giving back to the communities in which we work; CEC Ignite - focused on helping professionals early in their careers to develop their pathway; CEC iDEA - focused on inclusion, diversity, equality, and acceptance; and CEC Women - focused on creating internal and external opportunities for women to network and leverage professional experience!

We care about our people! People and Culture are two of the five elements of our strategic plan. When you care about your people, they will want to grow a career with you - that is our goal. CEC offers you a small-firm work environment with large-firm opportunities. Not only will we help you develop professionally, but we will also provide an opportunity to become an owner of the firm and share in its success.

CEC offers a matching 401(k); profit sharing; a performance bonus; company stock; medical, dental, and vision insurance; short and long-term disability; tuition assistance; professional development; and work-life balance.

CEC is an equal opportunity employer. We do not discriminate in recruiting, hiring or promotion based on race, color, religion, sex (including sexual orientation, gender identity or expression, transgender status), national origin, age, disability, protected veteran status or any other basis or characteristic prohibited by applicable federal, state, or local law.

THIRD PARTY RECRUITERS

If CEC has not expressly requested recruiting services or contractually engaged with you for recruiting services on a specific position, any resumes or candidate profiles sent to CEC shall be considered unsolicited. Therefore, any such submissions will be considered property of CEC, with no associated fees due to your firm.