Administrative Specialist

Provide administrative support for all operational and project-related activities within a given area.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to stand, walk, climb or balance and talk or hear. The employee is occasionally required to lift up to 10 pounds. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

• Confirm quantities; receive and code subcontractor/vendor invoices for job costing.
• Coordinate the collection, preparation for submittal, and storage of all deliverable paperwork/video files for all projects, as per contract requirements.
• Make travel arrangements for general foremen and superintendents as needed.
• Answer customer inquiries via phone and e-mail; interact with accounting associates at the Company’s headquarters, as well as foremen and superintendents in the field.
• Assist in preparation of completion reports based on WINS input weekly.
• Purchase and maintain material orders for crews and office supplies; coordinate regular service and repair of fax/copy machine, etc.
• Maintain local telephone contact list.
• Manage work permits.
• Coordinate, obtain and track locate tickets.
• Assist in preparation of invoicing information into customer’s data portal weekly.
• Coordinate pre-employment tasks for job candidates and facilitate new hire orientation, including completing I-9 forms and other paperwork.
• Track customer and job data in Microsoft Excel and WMIS (Customer Workforce System); process labor and subcontractor entries daily using transactional system (WINS).
• Type business correspondence.
• Maintain filing system for customer logs, vendor materials, supplies, repair parts, and rentals.
• Handle UPS packing and shipping. Sort and distribute incoming mail.

Federal Labor Standards Act designation – Non-Exempt

• Attention to Detail
• Required: High school diploma or equivalent
• Preferred: Experience with web portals for time and attendance.
• Required: Operate office equipment such as fax machines, copiers, and phone systems. Independent judgment to plan, prioritize, organize diversified workload, and recommend changes in office practices or procedures. Effectively manage multiple tasks or projects with competing deadlines, and produce accurate results with a proper sense of urgency for customers and co-workers. Proficiency in Microsoft Office, specifically Excel and Word. Prepare spreadsheets to calculate amounts such as cumulative invoicing, retainage, and deliverables. Ability to learn new software quickly. Effective written and oral communication.
• Preferred: Associate’s degree or significant college coursework in business management, human resources, accounting, or a related field.
• Preferred: 3+ years professional administration in the construction or utility industry.
• Required: 1+ year professional administration and/or customer service.
• Professional Demeanor