Field Office Support Clerk

JOB OVERVIEW:

Support and consistently reinforce the Mission and Core Values of M&D Mechanical Contractors, Inc. Field Office Support Clerk plays a crucial role in ensuring the smooth and efficient operation of field offices. This position involves a blend of administrative and logistical responsibilities aimed at supporting field operations and ensuring that all office-related tasks are completed accurately and timely.

FUNCTIONAL JOB SPECIFIC DUTIES & REQUIREMENTS:

Administrative Support:

• Handle correspondence, including emails, letters, and phone calls, ensuring timely and professional responses.
• Maintain and update office records, files, and databases with precision.
• Prepare reports, presentations, and other documentation as required.
• Assist in the scheduling and coordination of meetings, appointments, and travel arrangements for field staff.

Office Management:

• Manage inventory of office supplies, ordering and replenishing as necessary to avoid shortages.
• Ensure the office environment is well-organized and operational, addressing any maintenance or repair issues promptly.
• Process and manage incoming and outgoing mail and packages.

Field Support:

• Provide logistical support to field staff, including arranging transportation and accommodations.
• Assist with the coordination and execution of field operations, ensuring all necessary equipment and materials are available.
• Serve as a point of contact for field staff, addressing queries and providing solutions to operational challenges.

Data Management:

• Enter, update, and maintain data in various systems and databases.
• Generate and review reports to track field operations and performance metrics.
• Ensure data accuracy and confidentiality, adhering to company policies and procedures.
• Generate and submit Job Safety Analysis (JSA) and Hot Work permits
• Coordinate submittals of Daily Reports

Time Keeping:

• Record and track employee work hours using ExakTime software.
• Verify and correct any discrepancies in timesheets.
• Generate and review attendance reports.
• Assist with payroll processing and compliance.
• Address and resolve employee inquiries related to timekeeping.

SKILLS & QUALIFICATION STANDARDSEssential Skills and Abilities:

· High school diploma or equivalent; additional certifications in office administration or a related field are a plus.

· Proven experience in administrative or clerical roles, preferably within a field or remote setting.

· Proficient in office software applications (e.g., MS Office Suite, Google Workspace).

· Experience working within ExakTime

· Strong organizational and multitasking abilities, with attention to detail.

· Excellent communication and interpersonal skills.

· Ability to work independently and as part of a team, managing time effectively.

· Basic understanding of logistical and operational procedures.

· Excellent written and verbal communication skills

· Must be detail oriented and organized

· Must be able to self-check own work to ensure accuracy and completeness

· Must be able to manage and prioritize multiple task and schedule requirements

· Strong TEAM player

PHYSICAL INVOLVEMENT:

Employee may be required to do the following: climbing ladders, scaffolds, structures, etc. above and below ground level; maintaining balance on ladders, scaffolds structures, etc.; reaching in all directions, handling and manipulating objects and materials; coordinating the movements of eyes, hands and fingers to operate tools and equipment; lifting 30 to 50 pounds from ground level, waist level, and/or overhead; carrying objects, tools, equipment, etc.; standing; sitting; walking; pushing; pulling; bending; kneeling; crouching/squatting; crawling; seeing with or without correction; hearing with or without correction.

MENTAL INVOLVEMENT:

Employee may be required to do the following: following set procedures and standards; applying basic mathematical skills; planning work and selecting proper tools; comparing and understanding differences in the size, shape and form of lines, figures, and objects; picturing and evaluating solid objects from drawing or diagrams using standards that can be measured or checked, following oral and/or written directions, plans and blueprints; reading; writing; ability to recognize and report safety hazards.

WORK ENVIROMENT FACTORS:

• Location: industrial construction sites and/or office environment

• Mobility Barriers to Access Job Site: uneven ground level; obstructed pathways

• Climatic/Environmental Conditions at Job Site: predominately indoor climate; various noise levels caused by tools, machinery, equipment, etc., potential exposure to chemical substances.

QUALIFICATIONS, MEASUREMENT, AND FLEXIBLE RESPONSIBILITIES:

This Job Description is meant to give a snapshot of the known duties and responsibilities at the time of the conversation and/or generation of this document. It is the intent that, as needed, flexible means are used for leaders to direct and manage staff. It is expected that duties, roles, responsibilities, and how an employee is measured may be adjusted (added, changed, deleted) or found in additional documentation and measurement per the discretion of Ownership and/or Leadership. “Additional documentation and measurement” may include sources (as applicable) such as a Record of Conversation (written expectation document), Recap Email, Role Matrix, Key Performance Indicators (KPIs), Job Descriptions (Roles and Responsibilities), Employee Handbook, company policies, department documentation (processes, etc.), customer feedback and satisfaction scores, targeted budget performance, controlled profit, or controlled cost, general 360-degree feedback, or other means. The goal for this flexible approach is to enable growth and change as a company to meet the demands of the market and stay ahead of competition. It is important to understand that by accepting being at this company and to do this job successfully, is to accept a changing environment and performing duties as outlined in documents/communication mentioned in this paragraph. As able and periodically, leadership may update HR files and job descriptions to capture the changes.

M&D Mechanical Contractors, Inc. is an equal opportunity employer. All qualified individuals will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, national origin, disability and/or protected veteran status in accordance with governing law.

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Referral program
• Tuition reimbursement
• Vision insurance

Schedule:

• 10 hour shift
• 12 hour shift
• 8 hour shift
• Day shift
• Monday to Friday
• Weekends as needed

Application Question(s):

• Have you ever been employed by M&D Mechanical?
• Have you ever been convicted of a felony? Do you have any current pending charges?

Experience:

• Payroll Timekeeper: 5 years (Required)

Ability to Commute:

• Huntsville, AL 35808 (Required)

Ability to Relocate:

• Huntsville, AL 35808: Relocate before starting work (Required)

Work Location: In person

Salary : $18 - $20