What are the responsibilities and job description for the Underground Administrative Specialist position at Major Drilling?
General Job Description:
▪Handle substantive administrative projects as they arise.
▪Research as requested, compiles, and summarizes information for reports or presentations.
▪Calculate KPI’s jobs and submit for approval.
▪Track AR Invoicing, dailies are completed and emailed out by the end of the following working day for the shifts before by the Foreman/Supervisors, dailies have been signed and approved by the client (monthly).
▪Make sure all 3rd Party Charges and Equipment Rentals are included in the billing. Update the Equipment Rentals report to be charged to the invoice.
▪Create and update Hard Work Cycles.
▪Tracking costs per job.
▪Administration of the fuel cards process and system.
▪Help Foreman/Supervisor to organized and clean their folders, employee training files and any other request on Excel, shortcuts or Adobe.
▪Organize and maintain the One Drive - UG Folder.
▪Schedule, organize, follow-up and cancel meetings in Outlook.
▪Blasting License, and Underground monthly Drug screenings follow-up.
▪Follow up with HR and Operations on any payroll discrepancy.
▪Create SOP’s.
▪ Maintain contact lists.
▪Resolve administrative problems.
▪Receive Intelex reports: People List – Update, MDG - Weekly Incident Report
▪MDG - Power User Admin - Incident Reports
▪Grant access to new users and clients, adding new jobs and drills in the Client Portal, & BF.
▪New account requests, change requests, existing account access request users in IT.
▪Handle sensitive information in a confidential manner.
Data Management:
▪Ensure data security, integrity, and confidentiality, and develop and maintain a filing system.
Reporting:
▪Generate regular reports related to revenue, costs, invoices, payroll, and hard work cycles.
Reconciliation:
▪Conduct regular account reconciliations to ensure accuracy and completeness
Organizing/Planning:
▪Strong organizational skills, coordinate, implement, and ensure administrative procedures and practices, including records management, are adhered to and meet deadlines.
Administrative Knowledge:
▪Knowledge of administrative procedures.
Effective Communication:
▪Effective written, oral, and interpersonal skills.
▪Always work collaboratively.
Computer Skills:
▪Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook, Teams, To-Do List).
Experience:
▪ An associate degree in accounting or administration is often preferred.
▪ Previous experience in an administrative or accounting role is required.
▪ Knowledge of office management systems and procedures.
▪ Excellent time management skills and ability to multitask and prioritize work.
▪Reporting skills.
▪Analysis.
▪Attention to detail.
▪Teamwork.
▪Flexibility.
▪Anticipates needs.
