Administrative Coordinator

2 weeks ago

Belgrade, Montana, United States Central Plumbing, Heating and Excavation Full time
Job Overview

Central Plumbing, Heating, and Excavation seeks a highly organized and detail-oriented Administrative Assistant to facilitate the efficient operation of our assigned branch. This role involves performing advanced clerical and administrative tasks, including support for HR and accounting, assistance to Project Managers, and streamlining operations where possible.

Key Responsibilities
  • Support HR and Accounting at Headquarters:
    • Coordinate documentation needs between departments.
    • Direct employee inquiries to the HR Manager or Payroll Administrator.
    • Manage timecard coordination.
    • Assist with new hire onboarding, including virtual orientation and submission of hire packets.
    • Support open enrollment, including collection and submission of forms and policy updates.
    • Assist with accounts payable, including credit card and invoice activity.
    • Distribute labor management reports to Project Managers.
    • Make travel arrangements.
    • Send project lists to Project Managers and Foremen.
    • Update weekly manpower reports, including vacation requests and the "Do Not Drive List".
    • Post data to our "Man-hour Summary" sheets.
    • Assist estimators with material and equipment quantity take-offs.
    • Track AHA's for all projects.
    • Coordinate with General Superintendents and Foremen to ensure mandatory employee postings are up to date.
    • Manage supply of updated first aid kits.
    • Assist with social media updates and customer proposals.
    • Coordinate Apprentice and Foreman meetings, company events, and year-end celebrations.
    • Maintain office areas and keep unoccupied work areas organized.
    • Assist with mailing, deliveries, and pickups.
    • Inventory, order, and stock office supplies.
    • Work with warehouse and shop personnel to assist with deliveries and vehicle maintenance.
  • Education & Experience:
    • High School diploma or equivalent.
    • Familiarity with Teams and Excel is a plus.
    • Computer and office equipment literate.
  • Skills & Abilities:
    • Professional interaction with all employees.
    • Effective verbal and written communication skills.
    • Excellent time management skills with ability to prioritize, delegate, and meet deadlines.
    • Ability to perform job duties in a safe manner.

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