Divisional Office Administrator

Maine Drilling & Blasting - Gardiner, ME

Full-time - Entry Level

Gardiner, ME

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 commitment to operational excellence and a dedication to the company’s core values, including a strong emphasis on safety. In this position, the administrator will perform various administrative duties such as answering and transferring incoming phone calls, sorting and processing incoming mail, and overseeing the maintenance of office equipment. Additionally, the role involves providing administrative support to divisional management and personnel, compiling and verifying payroll data, and processing employee expenses. The administrator will also analyze field paperwork to prepare month-end job costing reports, enter billings, verify reports, and generate invoices. Furthermore, the role includes generating customer quotes, contracts, and change orders using specialized software, as well as preparing spreadsheets for accounting reports and EOP reporting. The Divisional Office Administrator will also be responsible for supporting field activities, renewing and obtaining Dig Safe clearances, negotiating hotel costs, and assisting in obtaining blast permits. The position requires a proactive approach to assisting other departments and setting up monthly foreman's meetings, including catering requirements. Overall, the administrator must demonstrate a commitment to the company’s “Safety First” mantra and be prepared to perform other duties as assigned.

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

• Minimum of a High School Diploma or GED.
• 3-4 years of relevant administrative experience.
• Strong knowledge of Microsoft Office (Word, Excel, and Outlook).
• Familiarity with Sage 300 software and Field Data Capture software.
• Ability to organize and maintain moderately complex filing and job records systems.
• Superior time-management and interpersonal communication skills.

Nice-to-haves

• Associate's degree in a relevant field.
• Experience in Accounting.

Benefits

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