Construction Admin Specialist & AP Clerk

Bianchi Electric; Richmond, Northern (VA, KY); Hybrid; USD 42,000 - 55,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Disability insurance

Life insurance

401k plan

Employee Stock Purchase plan

Job summary

MasTec Utility Services seeks an Administrative Assistant / Accounts Payable Clerk to provide frontline office support for site and regional operations. The role is the primary contact for field personnel and managers, requiring strong organization and proactive problem solving to keep projects on track.

You will manage filing, invoicing, payroll input, and expense reporting while ensuring accurate documentation and timely communication across teams in a busy construction environment.

Qualifications

• A High School Diploma, or equivalent.
• 2+ years of general administrative experience, ideally in construction, engineering, or a similarly fast-paced environment.
• Strong Excel and computer skills; tech-savvy and able to learn quickly.
• Accounts payable, PO generation, invoicing, and basic payroll experience.
• Strong organizational and documentation skills; able to coordinate multiple ongoing projects/tasks.
• Able to manage high volumes of work with accuracy and attention to detail.
• General office support, including ordering supplies, coordinating lunches, scheduling, and other administrative needs.
• Excellent written and verbal communication skills.
• Ability to be results-oriented, taking initiative to make things happen, accept accountability, and have a “can do” attitude.
• Advanced proficiency in Microsoft Office applications.

Responsibilities

• Establish and maintain a filing system, ensuring documentation is current and can be readily retrieved.
• Assist with external and internal vendor relations, including payment of invoices, new vendor setup, and resolution of any vendor issues.
• Handle incoming calls, emails, and company related correspondence daily, routing inquiries/requests to appropriate individual/department for response, following up and providing any coordination necessary to ensure response occurs in timely, efficient manner.
• Assist customers with immediate needs and help employees with tasks related to customer requests.
• Track paperwork, process new work/projects, change the status of work/projects, complete CUs, create invoices for all jobs and keep a detailed record of start and end dates in a separate log.
• Organize and coordinate staff and other meetings, including preparing materials pertaining to agenda items, following up with staff members regarding status of action items, etc.
• Respond timely to requests from Resource Management and Field Operations.
• Keep site bulletin boards updated and neatly organized with company newsletters, safety bingo, daily scorecards, federal posters, workers compensation information, etc.
• Attend crew meetings as needed to collect documents, communicate information, and respond to inquiries.
• Maintain safe work environment by following and supporting safe practices.
• Prepare and submit expense reports weekly in accordance with company policy, including for traveling technicians and new hires.
• Receive payroll timesheets and input in a timely fashion to ensure employees get paid on time.
• Assist/provide backup support to other office support employees as required.
• Coordinate special projects as assigned.
• Perform other duties as required and/or assigned.
• Assist and support field management on projects and daily business needs.

Skills

Excellent written and verbal comms

Strong organizational skills

Ability to handle high volumes

Can-do attitude

Education

High School Diploma or equivalent

Associate Degree in Business Management or similar

Tools

Microsoft Excel

Microsoft Office

Job description

MasTec Utility Services seeks an Administrative Assistant / Accounts Payable Clerk to provide frontline office support for site and regional operations. The role is the primary contact for field personnel and managers, requiring strong organization and proactive problem solving to keep projects on track.

You will manage filing, invoicing, payroll input, and expense reporting while ensuring accurate documentation and timely communication across teams in a busy construction environment.