Administrative Assistant

Overview Company Summary MasTec Utility Services delivers critical infrastructure construction and engineering services for power delivery, gas, and water customers, specializing in overhead and underground electric distribution for power delivery systems, gas distribution construction for gas systems, and turnkey solutions for a variety of water, sewer, and civil infrastructure projects. Backed by the strength of eight decades of experience, exceptional industry skills, and a deep commitment to our core values, we continually strive to innovate, uplevel our abilities, and provide extraordinary value to our clients. MasTec Utility Services Company is a subsidiary of MasTec, a certified Minority-Controlled Company by the National Minority Supplier Development Council (NMSDC). Job Summary The Administrative Assistant will provide administrative and general office support to the site and regional operations. The Administrative Assistant directly impacts business operations by providing efficient and effective support directly to the field. The Administrative Assistant will act as the primary point of contact for site personnel, Operations Managers, and Regional Support Managers. Responsibilities Establish and maintain a filing system, ensuring documentation/information is current and can be readily retrieved. Assist with external and internal vendor relations, including but not limited to, payment of invoices, new vendor setup, and resolution of any vendor issues. Handle incoming calls, emails, and company related correspondence daily, including customer inquiries and complaints, routing inquiries/requests to appropriate individual/department for response, following up and providing any coordination necessary to ensure response occurs in timely, efficient manner. Assist customers with immediate needs and help employees with tasks related to customer requests. Track paperwork, process new work/projects, change the status of work/projects, complete CUs, create invoices for all jobs and keep a detailed record of start and end dates in a separate log. Organize and coordinate staff and other meetings, including preparing materials pertaining to agenda items, following up with staff members regarding status of action items, etc. Respond timely to requests from Resource Management and Field Operations. Keep site bulletin boards updated and neatly organized with company newsletters, safety bingo, daily scorecards, federal posters, workers compensation information, etc. Attend crew meetings as needed to collect documents, communicate information, and respond to inquiries. Maintain safe work environment by following and supporting safe practices. Prepare and submit expense reports weekly in accordance with company policy, including for traveling technicians and new hires. Receive payroll timesheets and input in a timely fashion to ensure employees get paid on time. Assist/provide backup support to other office support employees as required. Coordinate special projects as assigned. Assist and support field management on projects and daily business needs. Qualifications Minimum High school diploma or equivalent. 1 year of clerical or administrative experience related to work orders and invoice processing. Preferred Associate degree in business management or similar, including computer and accounting courses. Experience in a construction or project environment. 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. Minimum High school diploma or equivalent. 1 year of clerical or administrative experience related to work orders and invoice processing. Preferred Associate degree in business management or similar, including computer and accounting courses. Experience in a construction or project environment. 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. Establish and maintain a filing system, ensuring documentation/information is current and can be readily retrieved. Assist with external and internal vendor relations, including but not limited to, payment of invoices, new vendor setup, and resolution of any vendor issues. Handle incoming calls, emails, and company related correspondence daily, including customer inquiries and complaints, routing inquiries/requests to appropriate individual/department for response, following up and providing any coordination necessary to ensure response occurs in timely, efficient manner. Assist customers with immediate needs and help employees with tasks related to customer requests. Track paperwork, process new work/projects, change the status of work/projects, complete CUs, create invoices for all jobs and keep a detailed record of start and end dates in a separate log. Organize and coordinate staff and other meetings, including preparing materials pertaining to agenda items, following up with staff members regarding status of action items, etc. Respond timely to requests from Resource Management and Field Operations. Keep site bulletin boards updated and neatly organized with company newsletters, safety bingo, daily scorecards, federal posters, workers compensation information, etc. Attend crew meetings as needed to collect documents, communicate information, and respond to inquiries. Maintain safe work environment by following and supporting safe practices. Prepare and submit expense reports weekly in accordance with company policy, including for traveling technicians and new hires. Receive payroll timesheets and input in a timely fashion to ensure employees get paid on time. Assist/provide backup support to other office support employees as required. Coordinate special projects as assigned. Assist and support field management on projects and daily business needs.