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 are adept at multi-tasking. The administrator will work under the guidance of the Senior Regional Administrator or the Regional Office Manager, contributing to the overall efficiency and effectiveness of the office operations. In this role, the administrator will be responsible for a variety of general office functions, which include data entry and verification of daily and weekly project information. The position also encompasses various administrative duties such as answering and transferring incoming phone calls, sorting and processing incoming mail, and overseeing the maintenance of office equipment. The administrator will provide essential support to divisional management and personnel, ensuring that all administrative tasks are completed accurately and on time. Key responsibilities include compiling, entering, and verifying payroll data and employee expenses into the accounting system, as well as analyzing and processing field paperwork to prepare for month-end job costing reports. The administrator will also be tasked with entering billings, verifying reports, and generating invoices, along with creating customer quotes, backlogs, contracts, and change orders using specialized software. Additionally, the role involves preparing spreadsheets for accounting reports and EOP reporting, providing field activity support for pre-blast communications, and managing hotel reservations and blast permits for assigned divisions. The ideal candidate will demonstrate a commitment to the company’s “Safety First” mantra and will be expected to perform other duties as assigned, contributing to a collaborative and supportive work 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.

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.