Company Background:

Gahagan & Bryant Associates, Inc. (GBA) is a unique engineering firm that specializes in dredging and marine related projects, including port development, navigation channel design, dredged material management, hydrographic surveying, coastal engineering, and construction management. The firm was established in 1974 by William G. Gahagan and J. Franklin Bryant, two engineers both of whom had compiled 20 years of field experience with major dredging firms operating throughout the United States, South America and the Middle East. GBA is an outgrowth of the Gahagan Overseas Construction Company (later the Gahagan Dredging Corporation), which was a leading international contractor from its origin in 1898.

GBA is headquartered in Tampa, FL with offices located along the east, west and gulf coasts to provide nationwide capabilities.  Our team is comprised of 90+ engineers, surveyors, geologists and support staff.  In 2021, GBA and S.T. Hudson Engineers, Inc. joined forces to create an alliance to provide the marine industry with expanded capacity and expertise to meet increasing demands and more complex projects.   

Position Summary:

GBA is seeking a self-motivated, detail-oriented Technical Assistant in our Baltimore, MD office.  This is a full-time, in-office role with the potential to evolve into a hybrid role with some flexibility for remote work. The selected candidate will be responsible for preparing invoices for private, state and federal clients using our project management and accounting software Deltek Ajera and general administrative tasks supporting the day-to-day operations of the office.  Some clients require invoicing in MS Excel, so proficiency is required.  This position will require interfacing with project managers, administrative staff in other offices including subconsultants, and our accounting group in Tampa, FL.  The ideal candidate will have experience with marketing tasks including proposal development.  This position will report to the Division Manager.  The selected candidate must be authorized to work in the US.

Responsibilities:

Billing:

• Prepare and generate client invoices, status reports, and MBE reporting forms in accordance with accounting guidelines and client contracts.
• Coordinate with Project Managers to ensure timely submission of invoices and required progress reporting documentation.
• Maintain billing records and documentation in compliance with company policies and procedures.
• Assist in the preparation of billing reports, as needed.
• Collaborate with accounting and administrative staff to reconcile billing records and resolve discrepancies.

General Administrative: 

• Answer and transfer incoming calls
• Document editing, formatting, and review
• Scan, bind and copying documents
• File documents
• Process incoming / outgoing mail
• Deliver incoming / outgoing packages including preparation of shipping labels
• Maintain tidiness of office / common areas
• Order and maintain inventory for all office, warehouse, and kitchen supplies
• Schedule / coordinate vendor and services calls
• Assist / coordinate preparations for office meetings, presentations, training, and career fairs
• Assist with administrative tasks on projects and marketing proposals.
• Coordinate travel and lodging arrangements for staff as needed.

Qualifications:

• High school diploma or equivalent required.  Associate or bachelor’s degree preferred.
• 10+ years of related experience in administrative, and billing preferred.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook), Adobe and virtual meetings.
• Experience with project management and accounting software (Deltek Ajera or similar ERP systems preferred)
• Familiarity with basic accounting principles and financial reporting.
• Strong attention to detail and accuracy in data entry and record-keeping.
• Excellent communication and interpersonal skills, with the ability to interact professionally with engineers, clients, and subconsultants.
• Ability to prioritize tasks and manage time effectively to meet deadlines in a fast-paced environment.
• Strong work ethic and willingness to contribute to a collaborative team environment.
• Commitment to maintaining confidentiality and handling sensitive information with discretion.

Salary:

Salary shall be commensurate with skills, knowledge and demonstrated experience, augmented by professional certification.

GBA is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.