"Alerted.org

Administrative Specialist

Summary

Title:Administrative Specialist

ID:1779

Department:Operations

More about this job >

Description

Essential Functions

+ 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 e-mail; interact with accounting associates at the Company’s headquarters, as well as foremen and superintendents in the field.

+ Coordinate, obtain and track locate tickets.

+ Coordinate the collection, preparation for submittal, and storage of all deliverable paperwork/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 preparation of completion reports based on WINS input weekly.

+ Confirm quantities; receive and code subcontractor/vendor invoices for job costing.

+ Maintain local telephone contact list.

+ 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; coordinate regular service and repair of fax/copy machine, etc.

+ Handle UPS packing and shipping. Sort and distribute incoming mail.

+ Manage work permits.

+ Type business correspondence.

+ Make travel arrangements for general foremen and superintendents as needed.

Competencies

+ Communication

+ Organization

+ Professional Demeanor

+ Customer Orientation

+ Attention to Detail

+ Flexibility

+ Collaboration

Supervisory Responsibility

This position has no supervisory responsibility. This job operates in a clerical office setting. The role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

Physical Demands

This is largely a sedentary role; however; some filing is required.

Position Type/Expected Hours of Work

This is a full-time position. Days and hours of work are typically Monday through Friday from 6:00 A.M. until 5:00 P.M. Evening and other weekend work may be required as job duties demand. Travel

No regular travel is expected for this position; however; there may be a need to visit a job site from time to time to assist with training.

Preferred Education and Experience Required : 1+ year professional administration and/or customer service.

Preferred : 3+ years professional administration in the construction or utility industry. Functional / Technical Competency Requirements

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 : Experience with web portals for time and attendance.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.