Field Operations Administrative Assistant

This Administrative Assistant position is intended to support the MillerClapperton Field Operations segment. The primary purpose of an Administrative Assistant is to enhance the segment by assisting the Field Operations Coordinator, and Field Operations Manager with administrative tasks.

Reports To

Field Operations Manager

Requirements

Must be able to prioritize and complete multiple tasks
Must possess an exceptional understanding of Microsoft Office programs
Must possess the ability to interact and communicate effectively, both written and oral, and convey complex information to employees, Segment Managers, and Senior Management
Must be an excellent creative thinker with the ability to be proactive and self-motivating
Must maintain absolute confidentiality
Must convey a sense of urgency, persistence, and commitment
Must be a self-starter and able to learn multiple tasks quickly
Must have the ability to learn and adapt to new accounting, scheduling, payroll time tracking, and inventory software
Being bilingual in English and Spanish is a plus
A high degree of accuracy, attention to detail, and exactness are extremely important in this position
Ability to work with a wide variety of MillerClapperton employees, customers, and personalities
Ability to manage stress and high-pressure situations
Excellent verbal and written communication skills are essential to communicate with employees and customers
Excellent time management and prioritization skills are necessary due to the demands of the position
Present yourself in a professional and courteous manner

Responsibilities

Assisting the Field Operations Manager while being proactive and taking ownership of assigned
Consolidating weekly payroll hours for approval, reviewing subcontract labor hours for accuracy, and creating and maintaining Excel spreadsheets
Supporting all reporting departments under the Director of Manufacturing and Field Operations Manager with data entry, scanning, printing, and tracking of documents and all other miscellaneous administrative duties
Reconciling invoices & credit card statements for accuracy
All duties related to the Subcontract Bid Process such as preparing Bid Request, Submitting Bid Request to Subcontractors, tracking and digital storage of signed Subcontracts, and obtaining insurance certificates from Subcontractors
Track and file Labor Service Agreements
Reconciling monthly progress invoices from Subcontract Installers
Review and approve the Project Schedule of Values
Submitting all safety documentation and pre-onsite documentation for projects
Managing and monitoring travel costs. Making travel arrangements including, setting up hotel stays, car rentals, purchasing air travel tickets, etc.
All duties related to the Daily Report software, setting up projects, daily approvals, training new users, time tracking, progress tracking, late and missing Daily Report tracking, sending notices, and updating all tracking logs related to the Daily Report system.
All duties related to the rental equipment, including ordering equipment, tracking on-rent equipment, monitoring rented equipment versus budgets, calling in for repairs as needed, tracking subcontractor deducts related to rental equipment, invoice approval, calling off rental equipment.