Divisional Office Administrator

Maine Drilling & Blasting - Winchester, VA

Full-time - Entry Level

Winchester, VA

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. In this role, 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. The position also involves providing administrative support to divisional management and personnel, which includes compiling, entering, and verifying payroll data and employee expenses into the accounting system. Additionally, the administrator will analyze and process field paperwork to prepare for month-end job costing reports, enter billings, verify reports, and generate invoices. The role requires generating customer quotes, backlogs, contracts, and change orders using specialized software, as well as preparing spreadsheets for accounting reports and EOP reporting. The administrator will also support field activities by managing pre-blast communications, renewing and obtaining Dig Safe clearances, negotiating hotel costs, and assisting in obtaining blast permits. Other responsibilities include assisting other departments as needed, setting up monthly foreman's meetings, and performing any other duties as assigned. A commitment to the company’s “Safety First” mantra is essential for success in this position.

Responsibilities

• Perform a variety of general office functions, including data entry and verification of project information.
• Answer and transfer incoming phone calls, sort and process incoming mail, and oversee office equipment maintenance.
• 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 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 spreadsheets for accounting reports and EOP reporting.
• Support field activities for pre-blast communications.
• Renew and obtain Dig Safe clearances online and through phone communications.
• Negotiate hotel costs and make reservations for personnel.
• Assist in obtaining blast permits for assigned Divisions.
• Assist other departments as needed.
• Set up monthly foreman's meetings, including catering requirements.
• Perform other duties as assigned.

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.