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 decades of experience, unrivaled industry skills, and a deep commitment to core values, MUS delivers safe, innovative, and environmentally responsible services that provide extraordinary value to clients. MasTec Utility Services 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. MasTec Utility Services 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. MUS 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 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 office and the field. The Administrative Assistant will act as the primary point of contact for site personnel, Operations Managers, and Regional Support Managers. Responsibilities Receive payroll timesheets and input in a timely fashion to ensure employees get paid on time and capture revenue. 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, purchase orders, payment of invoices, new vendor setup, and resolution of any vendor issues. Review all invoices for accuracy and proper supporting documentation to ensure that correct vendor, address, amounts, and GL codes are being used. Enter invoices from the field. Assist billing team with documentation (as needed) from the field. 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 new hires documentation in accordance with company policy. Prepare and submit expense reports weekly in accordance with company policy, including for traveling technicians and new hires. 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. Must have experience in Advance Excel and pivot table. 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. Must have experience in Advance Excel and pivot table. 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. Receive payroll timesheets and input in a timely fashion to ensure employees get paid on time and capture revenue. 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, purchase orders, payment of invoices, new vendor setup, and resolution of any vendor issues. Review all invoices for accuracy and proper supporting documentation to ensure that correct vendor, address, amounts, and GL codes are being used. Enter invoices from the field. Assist billing team with documentation (as needed) from the field. 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 new hires documentation in accordance with company policy. Prepare and submit expense reports weekly in accordance with company policy, including for traveling technicians and new hires. 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.