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Operations Administrative Assistant

1 month ago

New Braunfels, United States MEI Rigging & Crating Full time

Looking for career opportunities, an employer who develops their people, a place to make your mark? If so, we are looking for you. Since our founding in the early 1990s, MEI Rigging & Crating has grown into one of the largest providers of rigging, machinery moving, millwrighting, mechanical installation, industrial storage, crating, and export packing services in the United States. Our day-to-day operations are guided by our shared values of integrity, respect, professionalism, safety, commitment, and results and this has positioned us to provide exceptional service to customers of all sizes ranging from Aerospace, Automotive, Construction, Data Center, Food Processing, Healthcare, Manufacturing, Pharmaceutical, and Institutional companies to every industry in between. Our people are our best asset, and we invest in training, support, and providing the proper tools needed to succeed. If you are looking to be a part of a great team, please apply

This position will be on-site in New Braunfels, Texas. Office hours: 7:30am - 4:30pm and some overtime possible to meet month-end or project needs.

Under the direction of the Regional Leadership Team, the Accounting Administrator is a key contributor in the coordination, delivery, and optimization of accounting and operational functions. This individual will partner closely with the Accounting, Operations, and Field Managers to make sure the office operates efficiently, while supporting an environment that inspires creativity, teamwork, and innovation. Your primary responsibility will be providing excellent customer service to external and internal clients for multiple, simultaneous office-related transactions, processes, and procedures, ensuring smooth running of the regional administrative support functions.

Essential Job Duties and Responsibilities:

Work collectively with Regional Operations and Accounting Management:

  • Daily time entry for field personnel into the ERP system for high-volume operations systems including: ADP, Excel, Portal, etc.
  • Reconcile Vendor invoices and enter new Vendors into system as needed
  • Ordering and tracking job site equipment rentals
  • Collaborates and takes direction from multi-tiered management team
  • Assists dispatch with any sales order requirements (equipment, customer, labor, and trucking schedule) to ensure all orders are accounted for; then creates the necessary purchase orders and ensures all communications for digital job board
  • Create, track, update, and maintain documents and spreadsheets related to customers, project costs and special projects
  • Generate daily paperwork, such as work orders, purchase orders, etc., and ensure that all pertinent information is noted, and all necessary documents are attached
  • Administers the job packet process from collection of job packet documents through preparing packets for final review and submission to accounting admin. for customer invoicing (i.e. Compile & organize crating and warehouse handling packets, daily workorder time slips, and Bill of Lading (BOL's) for Sales Admin team to invoice customers)
  • Research and collaborate with regional operations team to build awareness and understanding of customer needs and expectations to aid in delivering the highest level of quality service; identify and recommend process improvements
  • Works with Ops to take account of and enter the monthly lumber and material inventory
  • Maintain annual vehicle registrations and tags
  • Working with operations to assist with vehicle maintenance requests
  • Assists AP with receiving purchase order and reconciling vendor statements (Obtain purchase orders and ensure vendor receipt of same, and other necessary closing transactions)
  • Assist operations with DOT compliance
Work collectively with Regional & Corporate Accounts Receivable (AR):
  • Maintain accounts receivable customer files and records
  • Assist with month end closing responsibilities and comply with deadlines
  • Maintain and organize all pertinent records for long-term archival
Support Regional Office Purchasing By:
  • Obtain vendor quotes, qualify & select vendor, create the Purchase Order and perform confirmation after delivery of PO ensuring minimum vendor qualifications are meet, i.e., Certificates of Insurance.
  • Ensure correct coding for project related expenses
Provide general office administrative support by:
  • Coordinate the on-boarding and off-boarding process of new/separating employees with Corporate HR and site Project Manager - including required new hire paperwork collection/completion, disbursing and collecting of company property (i.e., cell phones, company credit cards, and equipment)
  • Assist with other ordering of job site office, janitorial, and kitchen supplies
  • General clerical duties including copying, scanning, and filing of vendor and customer records
  • Provide backup for incoming phone calls or assisting walk-in customers as needed
  • Coordinates with Uniform vendor and employees to be sure everything is ordered/updated as needed
  • Assists with special events such as team building, meetings, etc.
  • Other tasks as assigned
  • Local limited travel between facilities or for company business may be required


Minimum Qualifications (Experience, Skills, and Education)
  • High school diploma (or G.E.D) and some post-secondary coursework or the combination of education and experience to demonstrate a strong understanding of accounting principles
  • Minimum of two (2) years of recent successful office accounting (Accounts Receivable, Accounts Payable, Bookkeeper, Collections) experience
  • Minimum of two (2) years recent experience with accounting software
  • Valid Driver's license
  • Advanced computer skills in MS office, Excel
  • Demonstrates professionalism including having a good rapport with coworkers, customers, and vendors
  • Good understanding of business processes and business communication


Preferred Qualifications
  • Microsoft D365 or other ERP experience strongly preferred
  • Ability to compile, analyze, and evaluate appropriate data with strong mathematical and detail-oriented skills
  • Experience working with large multi-tier general contracting and construction subcontracting
  • Previous project accounting experience preferred
Professional Qualifications:
  • Embraces our Values, Vision, Mission, and Company Culture
  • Excellent communication skills with a spirit of customer service
  • Ability to maintain a high level of accuracy in preparing and entering information
  • High level of confidentiality -safeguarding vendor and customer information
  • Strong organization, multi-tasking, and time management skills to work in a highly time-sensitive environment
  • Excellent written and oral communication and interpersonal skills with internal and external stakeholders
  • Demonstrated ability to work under deadlines and timeframes effectively with a customer service demeanor


Physical Requirements & Working Conditions:

Normal, climate-controlled office environment. Frequent use of a computer, keyboard/mouse, and telephone. Extensive periods of sitting, occasional walking, and occasional lifting up to 20 lbs. Infrequent exposure to inclement weather or walking over uneven terrain or surfaces.

Other Requirements:

Work with a Top-of-Mind Awareness for the safety of yourself and everyone at the job site. Must be able to work in a high functioning team environment. Display the highest levels of honesty, integrity, and professionalism. Take pride in your work and in the company. Communicate openly and strive for peak performance in daily tasks. Know and deliver the quality service MEI's customers have come to expect.

Disclaimer: This job description is intended to summarize the type and level of work performed by an Administrative Assistant and is not an exhaustive list of all duties, responsibilities, and/or requirements. MEI reserves the right to change or modify this job description or the essential duties of the job, as necessary.

MEI is an Equal Opportunity, M/F/Disabled/Vet Preferred Employer.

Company Benefits: MEI Rigging & Crating provides a dynamic and friendly work environment, challenging and rewarding career opportunities, a highly competitive salary and an extensive benefits package that includes Medical/Dental/Vision Coverage, Life & Disability Insurance, Retirement Benefits, Paid Time Off, Holidays, Employee Assistance Program, Referral Program

MEI is an Equal Opportunity Employer.

NO AGENCY SOLICITATIONS

#Project Accounting; # Microsoft D365; #Accounting Software; #GeneralContractingAccountingExperience; #CostAccounting

Shift Hours: 7:30am - 4:30pm with some overtime possible for month-end and/or project needs
Full-time, Non-Exempt/Hourly position