Office Manager

3 weeks ago

Leesburg, United States MasTec Full time

Overview

Energy Erectors, Inc. (EEI) tackles terrain, technology, and timelines to construct transmission line projects up to 500 kV and has over 30 years of experience building substations and switchyards. With integrated in-house construction, engineering, procurement, and commissioning capabilities, Energy Erectors has the experience and resources to deliver world-class solutions to complex power transmission and distribution projects. Areas of expertise include GIS and VAR compensators. EEI's mission is to safely deliver the highest quality work, exceed client expectations, and relentlessly maintain a reputation for integrity.

Energy Erectors is a purpose-driven company. Our core values guide our strategy, performance, and culture. We believe in maintaining an environment where team members can make an impact, grow, and thrive. A place where they find meaning and purpose in doing the important work of ensuring communities have the vital energy, light, and communications to prosper. Our culture is inclusive and welcoming. Our teams are empowered with abundant training, tools, and opportunities to follow their curiosity and ambitions. Everyone has an equal chance to advance. Everyone is supported, respected, and challenged to be their best. We're always looking for talented and dedicated people to join us and love where they work.

Energy Erectors is a proud subsidiary of MasTec (NYSE: MTZ), a Fortune 500 Company ranked by Energy News-Record as one of the leading contractors in the country. EEI is part of the MasTec Power Delivery segment. We are certified as a minority-controlled company by the National Minority Suppliers Development Council (NMSDC). Our rich diversity of people and ideas makes us a stronger, more innovative organization.

Job Summary

The Office Manager is responsible for ensuring that day-to-day operations of the department are performed effectively and accurately. For success in this role, the Office Manager must have excellent communication, problem-solving, and managerial skills as they are responsible for all activities, projects, and employees in the office.

** MUST HAVE RECENT CONSTRUCTION INDUSTRY EXERIENCE **

Responsibilities

  • Perform or oversee all administrative aspects of the office or department, including accounting support, data entry, billing, inventory, record-keeping, and preparing correspondence.
  • Provide support to multiple offices, supervisors, and clerical staff.
  • Oversee Administrators processing purchase orders and receiving invoices in the system.
  • Process customer month end billing by sending pay applications to Project Managers for updates and forward to customers for approval. Approved invoices entered in the systems and lien waivers are created and processed.
  • Update and track documentation required to complete and submit jobs for billing.
  • Bid submittal and project set-up for awarded bids.
  • Work closely with the Contract Manager for project set-up and initial Oracle WOM unit rate schedules for primary and subcontractors.
  • Responsible for ordering Bid Bonds and Contractor Bonds relative to awarded projects.
  • Monitor frequently for project status updates, regarding submitting partial and/or completed jobs to customers to stay up-to-date for invoice submittal.
  • Review the weekly Accounts Receivables report for customer invoice payment and collection.
  • Provide executive level administrative support by conducting research, handling information requests, review/track/analyze budgets, and maintain records and databases essential to project management.
  • Update and implement new policies and procedures ensuring operations are running smooth.
  • Create and maintain files for all work processes, as requested by leadership.
  • Maintain a close working relationship with high-level executives.
  • Process and submit executive expense reports, coordinate space, perform office organization tasks, and maintain paper and electronic files.
  • Assist HR staff with new hire processing and onboarding procedure.
  • Order cell phones, laptops, PCards, Fuel Cards and other necessary equipment.
  • Knowledge of making lodging reservations for Superintendents.
  • Perform other duties as required and/or assigned.
Qualifications

** MUST HAVE RECENT CONSTRUCTION INDUSTRY EXERIENCE **
  • High school diploma or equivalent.
  • 5 years of Office Management and Executive Administrative support.
  • 2-3 years of Account Management experience.
  • 3 years of Construction industry experience
  • Strong computer skills with the ability to create spreadsheets for revenue tracking and reporting as well as developing presentations.
  • Demonstrated proficiency with Microsoft Office applications.
Preferred
  • Associate degree in Business Administration or equivalent.
  • Knowledge of Unifier, Procore and Vista Viewpoint Systems.


Physical Demands and Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, copiers, and scanners.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. This position is primarily sedentary, with some filing or lifting required. Must be able to bend and lift and carry up to 50 pounds.

Please note this job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities that are required of the employee for this job. The Company reserves the right to revise or change the job duties as the need arises. Management reserves the right to change the description, duties, or work schedules to accommodate individuals with disabilities.

Benefits available include Medical, Dental, Vision, Disability and Life insurance, a 401k plan and Employee Stock Purchase plan. MasTec is a publicly traded company MTZ (NYSE).

Equal Employment Opportunity:

The Company's policy is not to unlawfully discriminate against any applicant or employee based on race, color, national origin, ethnicity, sex, gender, sexual orientation, religion, marital status, age, disability, genetic information, veteran status, or any other basis protected by applicable law and EEOC regulations. The Company also prohibits harassment of applicants or employees based on any of these protected categories.

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