Administrative Assistant

Description

• Maintain filing system for customer logs, vendor materials, supplies, repair parts, and rentals.
• Confirm quantities; receive and code subcontractor/vendor invoices for job costing.
• Coordinate pre-employment tasks for job candidates and facilitate new hire orientation, including completing I-9 forms and other paperwork.
• Coordinate, obtain and track locate tickets. a
• Prepare spreadsheets to calculate amounts such as cumulative invoicing, retainage, and deliverables.
• Purchase and maintain material orders for crews and office supplies; coordinate regular service and repair of fax/copy machine, etc.
• Assist in preparation of invoicing information into customer’s data portal weekly.
• Interact with customers via phone and e-mail; interact with the company’s corporate office.
• Assist in preparation of completion reports based on WINS input weekly
• Operate office equipment, such as fax machines, copiers, and phone systems
• Handle UPS packing and shipping. Sort and distribute incoming mail.
• Track customer and job data in Microsoft Excel and WMIS (Customer Workforce System); process labor and subcontractor entries daily using transactional system (WINS).
• Make travel arrangements for general foremen and superintendents as needed.
• Responsible for coordinating collection, preparation for submittal, and storage of all deliverable paperwork/video files for all projects, as per contract requirements.
• Type business correspondence.
• Effectively manage multiple tasks or projects with competing deadlines and produce accurate results with a proper sense of urgency for customers and co-workers.

Requirements

• Complete and turn in right-of-way permits
• Effective written and oral communication.
• 3+ years professional administration in the construction or utility industry.
• Proficiency in Microsoft Office, specifically Excel and Word.
• High school diploma or equivalent.
• Ability to operate office equipment such as fax machines, copiers, and phone systems.
• Associate’s degree or significant college coursework in business administration or related field.
• Independent judgment to plan, prioritize, organize diversified workload, and recommend changes in office practices or procedures.
• 1+ year professional administration and/or customer service.
• Ability to learn new software quickly.

Benefits

• Growth opportunities for career advancement (Grow Here at Miller Pipeline);
• Competitive wages and industry-leading benefits;
• Employee recognition programs, Employee Care Fund, and more (also see Annual Company Picnics).
• On-the-job work and safety training;

Training + Development

Interview process

Visa Sponsorship

Security clearance