Executive Administrative-Midland,Texas

Full-time - Entry Level

Onsite - Midland, TX

About the position

The Executive Administrative position at Energi-HANSLER ENTERPRISES INC in Midland, Texas, involves managing various administrative tasks to support the operations of the company. The role requires effective communication, organization, and multitasking skills to handle customer interactions, scheduling, and financial processes. The ideal candidate will contribute to a collaborative office culture while ensuring efficient office management and project coordination.

Responsibilities

• Manage filing and updates for jobs, tracking expenditures and change orders, and communicating schedule updates with customers.
• Assist with scheduling and communicating with subcontractors.
• Manage the calendar, schedule, and confirm appointments.
• Field and prioritize customer phone calls, from booking appointments to following up on outstanding estimates and coordinating payment.
• Assist in prequalifying inbound sales leads.
• Process invoices and manage accounts payable and receivable.
• Handle project close-out, gather receipts, confirm change orders, send final invoices, and collect payments.
• Update CRM throughout the project lifecycle.
• Manage warranty calls and properly track costs.
• Establish and implement office policies and procedures to maintain order and efficiency.
• Track office budgets, expenses, supplies, and inventory.
• Work effectively as part of a team and contribute to a collaborative office culture.
• Perform bank runs and pick up office and project supplies.
• Provide regular office operations reports to management and identify areas for improvement.
• Coordinate with building management for office maintenance and repairs.
• Plan, coordinate, and execute office projects or events.

Requirements

• High school diploma, GED, or equivalent.
• Two to three years' administration experience in an office setting.
• Reliable transportation and valid driver's license.
• Proficient with Google Office and QuickBooks Online software.
• Bilingual preferred.
• Able to perform well under pressure and in a fast-paced environment.

Nice-to-haves

• Higher education is preferred.
• Construction industry experience preferred.
• CRM (HubSpot) experience preferred.