Administrative Assistant

Title: Administrative Assistant

Location: 100% onsite at 702 S Main. Midland Tx, 79701
Duration: 6 months plus possible extensions
Interviews: In person
Daily Work Schedule: Daily hours 7:30am – 4:00pm Mon-Fri. 30-minute lunch. Overtime when needed for work completion or storms.
Trips: There are a few times (2-3) a year when the successful candidate will be involved in out-of-town meetings that could require overtime for travel or an overnight stay.

Job Description:

Provide a broad scope of administrative support for all Supervisors in the West Texas Construction Services group. Process and monitor documentation, compile data, reconcile and provide reports which maintain company records and ensure audit accountability.

Principal Accountabilities (Including but not limited to):

• 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 such as UltiPro, FIM, Maximo, WMIS, DEIS, EI, Client IDispatch.
• 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.

Job Attributes

• 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.

Dress Code:
Normally office casual is acceptable (jeans/slacks and shirts)