Overview
Administrative Assistant – Construction Jobs in Rutherford, NJ at PNR
Due to continued growth of our company, Steffl Drilling & Pump is currently seeking a full-time Administrative Assistant/Receptionist.
We are seeking an individual who enjoys interacting with others, has a professional demeanor, detail-oriented, and top-notch customer service skills. You will also be responsible for helping manage the office function, which includes but is not limited to billing, accounts receivable, accounts payable, and the accurate reporting of the same to senior executives.
This position is a full-time, benefited position that offers a regular Monday through Friday schedule (8:00 am – 5:00 pm).
General/ Communication/scheduling
Answering phone in appropriate manner with customers & vendors; always marketing products and services of our company
Relaying phone & email messages to appropriate destinations promptly
Assist with daily scheduling of work/ keep schedule board up to date
Gopher Locates, private locates and coordinating with outside contractors
Communicating/coordinating work with field personnel and customers
Prepare work order information for specific jobs (wells, service, abandonment)
Messages & communication from field personnel to management
Keeping staff informed of changes and improvements in communication system, i.e., phone, cell phones, email, text
Keep Marketing Customer Data up to date
Assist customers with basic parts pick up
Occasionally deliver parts to site
Ordering office supplies as needed
Greeting customers at the front door and being the face/voice of the company
Accounts Receivable/Quickbooks
Invoicing work completed on a daily basis. Includes verify pricing with contracts, verbal quotes to individual customers.
Payments/ entered & bank deposits daily
Pay requests to engineers for larger projects.
Change orders and payments.
Collecting payments with individual customers and/or contractors
Late payment notices
Collection proceedings, if required (mechanics liens, small claims court)
Track pay requests on larger projects and follow up as needed
Close out accounts receivable at the end of month following procedure for current software.
Maintain customer records.
Maintain Maintenance Checkup records/ correct customer coding for mailing reminders
Accounts Payable/ Quickbooks
AP invoices paid on time/any discounts available
AP invoices filed with ST3 customer invoices
Paid invoices/ auto pays/ credit cards (pd on time). Invoices filed daily
Credit card accounts/expense spreadsheets
Payroll Related Responsibilities
Tabulate timecards weekly; complete payroll worksheets
Timecards tabulated emailed to employees @ end of pay period
Record drilling footage for commissions
MN and Federal Fuel Refund
At EOM compile: hub records, bulk fuel record, all fuel receipts
Using templates, complete fuel refund request as per instructions In FUEL manual
Submit refund request on PDR1 with PDR to; mailing 2-3 months together for state; file federal for eoy submittal
File documents as per instructions in fuel manual
Eoy obtain fuel documentation from EACH vendor as per instructions
Employee Records
File/information on new applicants
Personnel files: set up for new employees/ audit annually for updates
Certifications/Trainings/CEU’s filed in each employee file
MVR’s on annual basis
CDL / Medical card records for all CDL drivers: reminders to update
Safety/Assist Business Director with Meeting Safety Requirements
Submit Safety requirements to Browz, Appruv, etc for commercial contracting
Maintain listing of required and optional Safety Topics and documentation of those completed in house
Safety topics to cover through payroll
OSHA, HAZMAT, MSHA trainings annually
Vehicle Fleet record keeping
Correct renewal of licensing for each vehicle
DOT inspections done on schedule
Maintenance books up to date in shop and individual maint books up to date with invoices
Samsara records (electronic driving logs)
Experience/ Education:
High school diploma or equivalent
Administrative Assistant or Related Position 2 years (preferred but not required)
Ability to multi-task and prioritize tasks
Basic knowledge of Microsoft Office and Excel
Prior experience and/or familiarity with QuickBooks is a plus
Job Type: Full-time
Pay will be commensurate with experience and demonstrated skills. Starting at $20 and up.
COVID-19 considerations:
Interviews can be conducted via Video Conferencing or in-person depending on availability. Limited customer interaction in person at this time.
Job Type: Full-time
Pay: $22.00 – $26.00 per hour
Benefits:
401(k)
401(k) matching
Health insurance
Health savings account
Paid time off
Professional development assistance
Retirement plan
Tuition reimbursement
Schedule:
8 hour shift
Day shift
Monday to Friday
Work Location: In person
Title: Administrative Assistant – Construction
Company: PNR
Location: Rutherford, NJ
