Administrative Specialist

Miller Pipeline, LLC; Romulus (MI); On-site; USD 42,000 - 52,000; Full time

Job summary

Miller Pipeline, LLC is seeking an Administrative Specialist to provide comprehensive office and project support in our Michigan operations. This role involves coordinating pre-employment tasks, handling inquiries, and maintaining organized records to ensure smooth project execution.

The ideal candidate has 1+ year of admin or customer service experience, strong Excel/Word skills, and the ability to manage multiple tasks with accuracy and a sense of urgency for internal teams and clients.

Qualifications

• High school diploma or equivalent required.
• 1+ year of professional administration or customer service experience.
• Proficient with Microsoft Excel and Word.
• Experience with office equipment and clerical tasks.
• Ability to plan, prioritize, and manage multiple tasks.
• Strong written and oral communication skills.

Responsibilities

• Coordinate pre-employment tasks and new hire orientation including I-9 forms.
• Answer customer inquiries via phone and email.
• Coordinate locate tickets, work permits, and documentation submission.
• Track data in Excel and WMIS; process labor entries using WINS.
• Assist in preparation of reports from WINS.
• Code subcontractor invoices and assist invoicing in customer data portal.
• Maintain filing system for logs, vendor materials, and rentals.
• Purchase and maintain material orders for crews and office supplies.
• Handle UPS shipping and distribution of mail.
• Arrange travel for foremen and superintendents.

Skills

Administrative support

Customer service

Multitasking

Attention to detail

Communication skills

Education

High school diploma or equivalent

Associate’s degree or college coursework in related field

Tools

Microsoft Excel

Microsoft Word

Microsoft Office

Job description

Schedule Full time

Job Type Permanent

Industry Energy oil and gas

Description

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 5,000 with office locations in 23 states. While continually investing in gas infrastructure programs, Miller Pipeline’s revenues have continued to grow year over year.

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 ( Grow Here at Miller Pipeline)
• Competitive wages and industry-leading benefits
• A team-oriented atmosphere centered around our core values of Safety, Quality, Commitment, and Reputation ( Our Core Values )

Miller Pipeline ishiring an experienced Administrative Specialist to provide administrative support for all operational and project-related activities.

Main 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.
• Coordinate/track locate tickets and work permits.
• 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 completion of reports based on WINS input weekly.
• Confirm quantities; receive and code subcontractor/vendor invoices for job costing.
• 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.
• Handle UPS packing and shipping. Sort and distribute incoming mail.
• Make travel arrangements for general foremen and superintendents as needed.

Required Qualifications:

• High school diploma or equivalent.
• 1+ year professional administration and/or customer service.
• Ability to 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 Qualifications:

• Associate’s degree or significant college coursework in business management, human resources, accounting, or a related field.
• 3+ years professional administration in the construction or utility industry.
• Experience with web portals for time and attendance.