Administrative Support Specialist

6 days ago

Escondido, California, United States MasTec Utility Services Full time
Job Summary

The Administrative Assistant will provide administrative and general office support to the site and regional operations. This role plays a critical part in ensuring the smooth operation of business activities by providing efficient and effective support directly to the field.

Key Responsibilities:
  • Establish and maintain a filing system, ensuring documentation/information is current and easily accessible.
  • Assist with external and internal vendor relations, including payment of invoices, new vendor setup, and resolution of any vendor issues.
  • Handle incoming calls, emails, and company-related correspondence daily, including customer inquiries and complaints, routing inquiries/requests to the appropriate individual/department for response, and following up to ensure timely and efficient resolution.
  • 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 maintain 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 the 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 a safe work environment by following and supporting safe practices.
  • Prepare and submit expense reports weekly in accordance with company policy, including for traveling technicians and new hires.
  • Receive payroll timesheets and input in a timely fashion to ensure employees receive their pay on time.
  • 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.
Requirements:
  • High school diploma or equivalent.
  • 1 year of clerical or administrative experience related to work orders and invoice processing.
  • Associate degree in business management or similar, including computer and accounting courses.
  • Experience in a construction or project environment.
Benefits:

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:

MasTec'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.

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