Administrative Assistant Operations

Unity Electric; East Rutherford (NJ); On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player seeks a detail-oriented Administrative Assistant to join their dynamic team. This role is crucial for managing administrative functions, supporting project management, and maintaining client relationships. You will be responsible for overseeing timekeeping, processing new hire paperwork, and coordinating with various departments. The ideal candidate will possess strong organizational skills, proficiency in Microsoft Office, and the ability to handle multiple projects efficiently. Join a company dedicated to excellence in electrical contracting and be part of a collaborative environment that values effective communication and teamwork.

Qualifications

• Strong organizational skills and ability to work effectively with a team.
• Proficiency in Microsoft Office Suite and financial data entry.

Responsibilities

• Assist in managing administrative aspects including timekeeping and change orders.
• Communicate effectively with project managers and support account management.

Skills

Organizational Skills

Team Collaboration

Written Communication

Verbal Communication

Financial Data Entry

Time Management

Tools

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Unity ERP System

Job description

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Purpose:

The Administrative Assistant is an integral part of the administrative team in executing projects. The role involves managing all administrative aspects of the account(s), including but not limited to: timekeeping, tracking logs, change order support, payroll support, additional work orders logs, and maintaining union relationships on behalf of the General Superintendent and manpower organization. The Administrative Assistant also supports the account and project management teams with client relationships, account development, and internal and external communications. Effective communication with all team members is expected.

Location and Reporting:

This position operates from New Jersey location(s) and reports to the Director of Operations.

Essential Job Functions:

1. Assist in the issuance of change orders.
2. Confirm timesheets for all associated and assigned field labor through CDR COINs.
3. Process new hire paperwork.
4. Update detailed logs for projects, including work authorizations and overtime.
5. Track the progress of incoming work orders and execute assignments.
6. Communicate all incoming work requests to Account and Project Managers and the General Foreman.
7. Coordinate change orders with the accounting department.
8. Assist with past due collections and receivables, escalating issues as needed.
9. Support development and tracking of manpower and forecast look-ahead for overall manpower planning.
10. Communicate effectively and escalate issues to the PM or Account Executive when unforeseen problems occur.
11. Support the Project Management and General Foreman in overall account management.
12. Maintain relationships with local unions call centers.
13. Assist with obtaining work authorizations, such as Purchase Orders and Work Orders.
14. Maintain a presence at field office(s) for incoming calls and client visits when needed.
15. Manage field office supplies for managed account locations.
16. Comply with all company policies and procedures.

Requirements:

1. Strong organizational skills.
2. Proven ability to work effectively with a team.
3. Excellent written and verbal communication skills.
4. Proficiency in letter writing and financial data entry.
5. Proficiency in Microsoft Excel, Word, PowerPoint, and the Unity ERP system.
6. Ability to handle multiple projects efficiently, meet deadlines, and satisfy client needs.

Essential Physical Abilities:

1. Travel to field office locations as needed.
2. Able to navigate NJ office buildings and construction sites.
3. Access to typical office equipment and file cabinets.

Company Description:

Unity Electric LLC is a full-service IBEW electrical contractor dedicated to providing comprehensive services including design, installation, and maintenance of electrical, telecommunications, life safety, security, audio-visual, mechanical, and IT systems. Headquartered in New York with offices in New Jersey and operations across the U.S.

About Equans: A Bouygues group company, leading in multi-technical services worldwide, with expertise in HVAC, fire protection, facility management, digital & ICT, electrical, mechanical, and robotics.