Administrative Specialist
Artera

Do you want to help make a difference in building America's infrastructure?

Since 1953, Miller Pipeline has been a leader in building and maintaining America's infrastructure as a premier underground pipeline construction and repair contractor. Our workforce is made up of highly trained and skilled employees totaling over 3,500 with office locations in 20 states. While continually investing in gas infrastructure programs, Miller Pipeline's revenues have continued to grow year over year. Do you want to learn more about what we do? Click or .

Thinking about joining our team and building a career here? There is no better time than now!

At Miller Pipeline you will gain:

• Growth opportunities for career advancement ( at Miller Pipeline);
• Competitive wages and industry-leading benefits;
• A team-oriented atmosphere centered around our core values of Safety, Quality, Commitment, and Reputation ( );
• On-the-job work and safety training;
• Employee recognition programs, Employee Care Fund, and more (also see ).

Take a look at our field work by watching the video.

JOB PURPOSE:

Provide administrative support for all operational and project-related activities within a given area.

ESSENTIAL RESPONSIBILITIES:

• Coordinate pre-employment tasks for job candidates and facilitate new hire orientation, including completing I-9 forms and other paperwork.
• Answer customer inquiries via phone and e-mail; interact with accounting associates at the Company's headquarters, as well as foremen and superintendents in the field.
• Coordinate, obtain and track locate tickets.
• Coordinate the collection, preparation for submittal, and storage of all deliverable paperwork/video files for all projects, as per contract requirements.
• Track customer and job data in Microsoft Excel and WMIS (Customer Workforce System); process labor and subcontractor entries daily using transactional system (WINS).
• Assist in preparation of completion reports based on WINS input weekly.
• Confirm quantities; receive and code subcontractor/vendor invoices for job costing.
• Maintain local telephone contact list.
• Assist in preparation of invoicing information into customer's data portal weekly.
• Maintain filing system for customer logs, vendor materials, supplies, repair parts, and rentals.
• Purchase and maintain material orders for crews and office supplies; coordinate regular service and repair of fax/copy machine, etc.
• Handle UPS packing and shipping. Sort and distribute incoming mail.
• Manage work permits.
• Type business correspondence.
• Make travel arrangements for general foremen and superintendents as needed.

QUALIFICATIONS:
Education and Certifications

Required:High school diploma or equivalent

Preferred:Associate's degree or significant college coursework in business management, human resources, accounting, or a related field.

Experience

Required:1+ year professional administration and/or customer service.

Preferred:3+ years professional administration in the construction or utility industry.

Functional / Technical Competency Requirements

Required:Operate office equipment such as fax machines, copiers, and phone systems. Independent judgment to plan, prioritize, organize diversified workload, and recommend changes in office practices or procedures. Effectively manage multiple tasks or projects with competing deadlines, and produce accurate results with a proper sense of urgency for customers and co-workers. Proficiency in Microsoft Office, specifically Excel and Word. Prepare spreadsheets to calculate amounts such as cumulative invoicing, retainage, and deliverables. Ability to learn new software quickly. Effective written and oral communication.

Preferred:Experience with web portals for time and attendance.

ESSENTIAL FUNCTIONS:

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to stand, walk, climb or balance and talk or hear. The employee is occasionally required to lift up to 10 pounds. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Federal Labor Standards Act designation - Non-Exempt

Miller Pipeline retains the discretion to add to or change duties of this position at any time. This position description should not be considered all-inclusive.

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