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Office Support Specialist

2 months ago

Fayetteville, North Carolina, United States MasTec Full time
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:
  • Document Management: Establish and maintain a filing system, ensuring documentation/information is current and can be readily retrieved.
  • Vendor Relations: Assist with external and internal vendor relations, including but not limited to, payment of invoices, new vendor setup, and resolution of any vendor issues.
  • Customer Service: 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.
  • Project Support: 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.
  • Meeting Coordination: 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.
  • Communication: Respond timely to requests from Resource Management and Field Operations.
  • Site Maintenance: Keep site bulletin boards updated and neatly organized with company newsletters, safety bingo, daily scorecards, federal posters, workers compensation information, etc.
  • Safety and Security: Maintain safe work environment by following and supporting safe practices.
  • Expense Reporting: Prepare and submit expense reports weekly in accordance with company policy, including for traveling technicians and new hires.
  • Payroll Support: Receive payroll timesheets and input in a timely fashion to ensure employees get paid on time.
  • Team Support: Assist/provide backup support to other office support employees as required.
  • Special Projects: Coordinate special projects as assigned.
  • Field Support: Assist and support field management on projects and daily business needs.
Qualifications:
  • Education: High school diploma or equivalent.
  • Experience: 1 year of clerical or administrative experience related to work orders and invoice processing.
  • Skills: Must have experience with Microsoft Office.
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.