Administrative Specialist

About the role

We are hiring an experienced Administrative Specialist to provide administrative support for all operational and project-related activities.

Responsibilities

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

Requirements

• High school diploma or equivalent.
• 1+ year professional administration and/or customer service.
• Ability to work some overtime as needed.
• Ability to 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 Qualifications

• Associate’s degree or significant college coursework in business management, human resources, accounting, or a related field.
• 3+ years professional administration in the construction or utility industry.
• Experience with web portals for time and attendance.

Benefits

• Growth opportunities for career advancement.
• Competitive wages and industry-leading benefits.
• A team-oriented atmosphere centered around core values of Safety, Quality, Commitment, and Reputation.
• On-the-job work and safety training.
• Employee recognition programs and Employee Care Fund.
• Annual company picnics.