Administrative Assistant

Black & McDonald; Salt Lake City (UT); On-site; USD 42,000 - 54,000; Full time

Job summary

Black & McDonald is hiring an Administrative Assistant - Accounts Payable in Salt Lake City to support payroll data, billing, and vendor coordination for project teams. The role collaborates closely with Admin Team, Project Managers, and Field Personnel to ensure timely processing and accurate records.

Based on the requirements, the candidate should have 2-4 years of related experience, strong MS Office 365 and Excel skills, and the ability to work in a collaborative environment.

Qualifications

• 2-4 years of experience as a payroll administrator or accounts payable assistant may substitute for education requirements.
• Proficiency in MS Office 365 and Intermediate Excel
• Knowledge of payroll and/or billing processes
• Ability to work in a highly collaborative environment

Responsibilities

• Develop working relationships with Field Personnel and Project Managers
• Review field time for accuracy and follow up with project teams
• Prepare payroll data in Excel with pivot tables for payroll processing
• Create work orders in Oracle JDE as requested
• Review equipment usage data in Excel and load into Oracle JDE
• Update project information in Oracle JDE as needed
• Run reports in Oracle JDE and follow up with Project Managers
• Assist with coding receipts for credit card transactions
• Communicate with vendors to obtain receipts as needed
• Provide backup to Billing Personnel
• Perform other administrative tasks as needed

Skills

Strong organization

Meet deadlines

Effective communication

Attention to detail

Office 365

Intermediate Excel

Oracle JDE experience

Learning mindset

Accountability

Problem solving

Teamwork

Multitasking

Respect others

Tools

MS Office 365

Oracle JDE

Job description

Career Opportunity

Administrative Assistant - Accounts Payable

Salt Lake City, UT

BUILD YOUR CAREER AT BLACK & MCDONALD

Black & McDonald is an integrated, multi‑trade service provider that safely delivers high quality construction, facilities management, and technical solutions. We are a family-owned and family-run company that employs thousands of highly skilled and talented professionals across North America. With over 100 years of diverse market experience, we are a forward‑thinking organization with a strong track record of delivering operational excellence and customer-focused solutions that stand the test of time.

ABOUT THIS CAREER OPPORTUNITY

Black & McDonald’s Salt Lake team is growing! If you are a committed and collaborative professional looking to contribute to a hard-working, innovative team, this opportunity is for you. THIS IS NOT A REMOTE POSITION.

The Administrative Assistant is a valued support role and will be based in the Salt Lake office, reporting to the Department Manager. Their primary focus is to assist with the overall project performance, helping the team to ensure its success. They will work closely with the Admin Team, Project Managers and Field Personnel.

Duties and responsibilities include but are not limited to:

• Develop a working relationship with Field Personnel and Project Managers
• Review field time for accuracy and follow up with Project Managers and Field Personnel to correct any inconsistencies and ensuring its accuracy
• Prepare weekly payroll data in Excel using spreadsheets and pivot tables to send to the payroll department for processing
• Basic knowledge of Payroll and/or Billing
• Create work orders in Oracle JDE as requested
• Review equipment used during construction in Excel, ensuring its accuracy and loading the data into Oracle JDE
• Updating project information in Oracle JDE as requested
• Run reports in Oracle JDE and follow up with Project Managers
• Assist with coding receipts for credit card transactions used by Field Personnel and Project Managers
• May communicate with various vendors to obtain copies of receipts, as needed
• Assist with/provide back up to our Billing Personnel
• Assist in other administrative functions when necessary
• Other duties as assigned

COMPETENCY REQUIREMENTS

• Strong Organizational skills
• Ability to Meet Deadlines
• Communicates Effectively
• High Attention to Detail
• Office 365 Skills
• Intermediate Excel Skills
• Oracle JDE experience, but is not necessary
• Aptitude for Learning
• Holds Self and Others Accountable
• Problem Solver and Innovator
• Teamwork and Collaboration
• Ability to multitask
• Values and Respects Others

EDUCATION REQUIREMENTS

• 2-4 years of experience as a payroll administrator or accounts payable assistant may substitute for education requirements.

WORK EXPERIENCE REQUIREMENTS

• Preferred experience in utility or construction industry
• Office Administration tasks and duties
• Understanding the importance of Customer Service, Accuracy and Delivery

SKILLS, ABILITIES, AND OTHER REQUIREMENTS

Proficient knowledge and understanding of:

• Planning and scheduling skills
• Competency in MS Office 365 with Intermediate experience in Excel (e.g. Formulas, Pivot Tables, Filtering, knowledge of using a Macro)
• Knowledge of JDE would be an asset but is not a requirement
• Ability to work in a highly collaborative environment

Black & McDonald welcomes and encourages applications from persons with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the recruitment and selection process.