Administrative Support Specialist

3 days ago

Midland, Texas, United States Pinnacle Group Full time
Job Summary

We are seeking an experienced Administrative Assistant to provide support to our Supervisors in the West Texas Construction Services group. The successful candidate will be responsible for processing and monitoring documentation, compiling data, reconciling and providing reports to maintain company records and ensure audit accountability.

Key Responsibilities
  • Process invoices, mail, correspondence, time entry, expense reports, material requisitions, and other administrative paperwork.
  • Maintain logs, collect receipts, and verify expenditure account classification and approval.
  • Resolve discrepancies, reconcile statements received, and verify account distribution.
  • Assist in coordinating meetings and other activities.
  • Custodian of office equipment such as fax, printer, postage, and copy machines.
  • Assign cell phones and coordinate repairs and billing.
  • Purchase and maintain office supplies and other goods.
  • Provide assistance to others on the use of PC software and hardware, as needed.
  • Perform data entry and assist in tracking and reporting information in a variety of corporate proprietary computer applications.
  • Maintain records and repairs for transportation assets such as licenses, permits, inspections, registrations, and insurance.
  • Reports and maintains records on vehicle usage and maintenance.
  • Dispatch for on-call and emergency situations.
  • Create invoices for claims of lost or stolen materials and equipment.
  • May oversee building maintenance and custodial functions.
  • Performs all essential aspects and functions of the job as well as any other specific job requirements.
  • Create Job Jackets for Work Request.
  • Maintain spreadsheets for Job Jacket tracking.
  • Set up Catering for business lunches/meetings.
  • Assist with filing and maintaining all job jacket files and archives.
  • Book hotels for FCC and Supervisor travel.
  • Purchase beverages and snacks and stock kitchen area.
  • Contact Contractors weekly to acquire availability and maintain availability spreadsheet.
Requirements
  • High School Diploma, GED, or equivalent.
  • Previous administrative work experience in a related field.
  • Strong computer skills including Microsoft Word, Excel, and Power Point.
  • Keyboarding and typing proficiency.
  • Effective communication and interpersonal skills.
  • Ability to operate standard office equipment.
  • Be able to respond for call out duty within a reasonable time frame of receiving a request to report to work outside of normal working hours.
Work Environment

The successful candidate will work in a fast-paced office environment with a team of professionals. The work schedule is Monday to Friday, 7:30 am to 4:00 pm, with a 30-minute lunch break. Overtime may be required for work completion or storms. There are occasional out-of-town meetings that may require overtime for travel or an overnight stay.

Compensation

The specific compensation for this position will be determined by a number of factors, including the scope, complexity, and location of the role as well as the cost of labor in the market; the skills, education, training, credentials, and experience of the candidate; and other conditions of employment. Our full-time consultants have access to benefits including medical, dental, vision, and 401K contributions as well as any other PTO, sick leave, and other benefits mandated by applicable state or localities where you reside or work.

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