Divisional Office Administrator

Maine Drilling & Blasting - Auburn, NH

Full-time - Entry Level

Auburn, NH

Specialty Trade Contractors

About the position

The Divisional Office Administrator at Maine Drilling & Blasting (MD&B) plays a crucial role in ensuring the smooth operation of accounting and administrative functions within a division. This position is designed for individuals who thrive in a fast-paced environment and can effectively manage multiple tasks simultaneously. Reporting to the Senior Regional Administrator or the Regional Office Manager, the administrator will be responsible for a variety of general office functions, including data entry and verification of daily and weekly project information. The role requires a proactive approach to administrative duties, such as answering and transferring phone calls, sorting and processing incoming mail, and maintaining office equipment. In addition to general office tasks, the Divisional Office Administrator will provide essential support to divisional management and personnel. This includes compiling, entering, and verifying payroll data and employee expenses, analyzing field paperwork for month-end job costing reports, and generating invoices and customer quotes using specialized software. The administrator will also be involved in obtaining necessary permits, negotiating hotel costs for personnel, and assisting with the organization of monthly meetings. A commitment to safety is paramount, as the administrator will uphold the company’s “Safety First” mantra in all activities. To excel in this role, candidates should possess a broad base of clerical, accounting, and office management knowledge, along with strong proficiency in Microsoft Office applications. Familiarity with Sage 300 software and Field Data Capture software is also beneficial. The position requires prolonged periods of sitting at a desk and working on a computer, as well as some physical activity such as bending, lifting, and walking. The ideal candidate will have a minimum of a High School Diploma or GED, with 3-4 years of relevant administrative experience, and preferably an Associate's degree with accounting experience. Strong time-management and interpersonal communication skills are essential for success in this dynamic team-oriented environment.

Responsibilities

• Perform a variety of general office functions, including data entry and verification of daily/weekly project information.
• Answer and transfer incoming phone calls, sort and process incoming mail, and oversee general maintenance of office equipment.
• Provide administrative support to divisional management and personnel.
• Compile, enter, and verify payroll data and employee expenses into the accounting system.
• Analyze and process field paperwork to prepare for month-end job costing reports.
• Enter billings, verify reports, and generate invoices.
• Generate customer quotes, backlogs, contracts, and change orders using specialized software.
• Prepare miscellaneous spreadsheets for accounting reports and EOP reporting.
• Provide field activity support for pre-blast required communications.
• Renew and obtain Dig Safe clearances online and through phone communications and authorizations.
• Negotiate hotel costs and make reservations for personnel.
• Assist in obtaining blast permits for assigned Divisions.
• Assist other departments as needed.
• Assist in the set-up of monthly foreman's meetings including any catering requirements.
• Perform other duties as assigned.
• Demonstrate a commitment to the 'Safety First' mantra throughout the Company.

Requirements

• High School Diploma or GED required; Associate's degree preferred.
• 3-4 years of relevant administrative experience required; experience in accounting is highly preferred.
• Broad base of general clerical, accounting, and office management knowledge.
• Strong knowledge of Microsoft Office (Word, Excel, and Outlook).
• Familiarity with Sage 300 software and Field Data Capture software.
• Superior time-management and interpersonal communication skills.

Nice-to-haves

• Experience in a fast-paced, team-oriented work environment.
• Dedication, enthusiasm, hard work, integrity, honesty, and responsibility.

Benefits

• Employer-contributed Employee Stock Ownership Plan (ESOP) retirement program.
• Traditional Company matched 401(k).
• Health, dental, vision, life, and disability benefits.