Administrative Specialist: Growth & Impact in Infrastructure

Miller Pipeline, LLC; Bladensburg (MD); On-site; USD 34,000 - 37,000; Full time

Job summary

Miller Pipeline, LLC in the United States is seeking an experienced Administrative Specialist to support operations and project activities. You will perform pre-employment tasks, manage invoicing data, and handle document control for multiple projects.

Responsibilities include tracking locate tickets, coordinating paperwork, maintaining logs, coding invoices, and arranging travel for foremen. Growth opportunities and competitive benefits are offered.

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.

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.

Skills

Communication

Multitasking

Time management

Attention to detail

Education

High school diploma or equivalent

Associate’s degree or coursework in business/HR/accounting

Tools

Microsoft Excel

Microsoft Word

Office equipment

Job description

Miller Pipeline, LLC in the United States is seeking an experienced Administrative Specialist to support operations and project activities. You will perform pre-employment tasks, manage invoicing data, and handle document control for multiple projects.

Responsibilities include tracking locate tickets, coordinating paperwork, maintaining logs, coding invoices, and arranging travel for foremen. Growth opportunities and competitive benefits are offered.