What are the responsibilities and job description for the Administrative Specialist position at Artera?
JOB PURPOSE:
Provide administrative support for all operational and project-related activities within a given area.
ESSENTIAL RESPONSIBILITIES:
Education and Certifications
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.
Federal Labor Standards Act designation – Non-Exempt
Miller Pipeline retains the discretion to add to or change duties of this position at any time. This position description should not be considered all-inclusive.
Provide administrative support for all operational and project-related activities within a given area.
ESSENTIAL 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 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.
Education and Certifications
- Required: High school diploma or equivalent
- Preferred: Associate's degree or significant college coursework in business management, human resources, accounting, or a related field.
- 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.
- Communication
- Organization
- Professional Demeanor
- Customer Orientation
- Attention to Detail
- Flexibility
- Collaboration
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.
Federal Labor Standards Act designation – Non-Exempt
Miller Pipeline retains the discretion to add to or change duties of this position at any time. This position description should not be considered all-inclusive.
