Office Manager

Overview

Company Summary

MasTec Utility Services delivers critical infrastructure construction and engineering services for power delivery, gas, and water customers, specializing in overhead and underground electric distribution for power delivery systems, gas distribution construction for gas systems, and turnkey solutions for a variety of water, sewer, and civil infrastructure projects. Backed by the strength of eight decades of experience, exceptional industry skills, and a deep commitment to our core values, we continually strive to innovate, uplevel our abilities, and provide extraordinary value to our clients.

MasTec Utility Services Company is a subsidiary of MasTec, a certified Minority-Controlled Company by the National Minority Supplier Development Council (NMSDC).

Job Summary

The Office Manager is responsible for ensuring that day-to-day operations of the department are performed effectively and accurately. For success in this role, the office manager must have excellent communication, problem-solving, and managerial skills as they are responsible for all activities, projects, and employees in the office.

This role is in office only not remote.

Responsibilities

• Perform or oversee all administrative aspects of the office or department, including accounting support, data entry, billing, inventory, record-keeping, and preparing correspondence.

• Provide support to multiple offices, supervisors, and clerical staff.

• Process purchase orders and invoices weekly.

• Process and investigate claims, as needed.

• Update and track documentation required to complete and submit jobs for billing.

• Bid submittal and project set-up for awarded bids.

• Work closely with the Contract Manager for project set-up and initial Oracle WOM unit rate schedules for primary and subcontractors.

• Responsible for Bid Bonds and Contractor Bonds relative to awarded projects.

• Ensure project unit revenue is recognized weekly for all projects and all revenue is input accurately and accounted for.

• Monitor frequently for project status updates, regarding submitting partial and/or completed jobs to customers to stay up-to-date for invoice submittal.

• Review the weekly Accounts Receivables report for customer invoice payment and collection.

• Provide executive level administrative support by conducting research, handling information requests, review/track/analyze budgets, and maintain records and databases essential to project management.

• Implement new policies and procedures ensuring operations are running smooth.

• Maintain a close working relationship with high-level executives.

• Process and submit executive expense reports, coordinate space, perform office organization tasks, and maintain paper and electronic files.

• Update new hire information, driver files, personnel changes, drug testing, and employee issues.

• Perform other duties as required and/or assigned.

Qualifications

Minimum

• High school diploma, or equivalent.

• 5 years of office management and executive administrative support.

• Strong computer skills with the ability to create spreadsheets for revenue tracking and reporting as well as developing presentations.

• Demonstrated proficiency with Microsoft Office applications.

Preferred

• Associate degree in Business Administration, or equivalent.

Physical Demands and Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, copiers, and scanners.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. This position is primarily sedentary, with some filing or lifting required. Must be able to bend and lift and carry up to 50 pounds.

Please note this job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities that are required of the employee for this job. The Company reserves the right to revise or change the job duties as the need arises. Management reserves the right to change the description, duties, or work schedules to accommodate individuals with disabilities.

Benefits available include Medical, Dental, Vision, Disability and Life insurance, a 401k plan and Employee Stock Purchase plan. MasTec is a publicly traded company MTZ (NYSE).

Equal Employment Opportunity:

The Company’s policy is not to unlawfully discriminate against any applicant or employee based on race, color, national origin, ethnicity, sex, gender, sexual orientation, religion, marital status, age, disability, genetic information, veteran status, or any other basis protected by applicable law and EEOC regulations. The Company also prohibits harassment of applicants or employees based on any of these protected categories.

Minimum

• High school diploma, or equivalent.

• 5 years of office management and executive administrative support.

• Strong computer skills with the ability to create spreadsheets for revenue tracking and reporting as well as developing presentations.

• Demonstrated proficiency with Microsoft Office applications.

Preferred

• Associate degree in Business Administration, or equivalent.

Physical Demands and Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, copiers, and scanners.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. This position is primarily sedentary, with some filing or lifting required. Must be able to bend and lift and carry up to 50 pounds.

Please note this job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities that are required of the employee for this job. The Company reserves the right to revise or change the job duties as the need arises. Management reserves the right to change the description, duties, or work schedules to accommodate individuals with disabilities.

Benefits available include Medical, Dental, Vision, Disability and Life insurance, a 401k plan and Employee Stock Purchase plan. MasTec is a publicly traded company MTZ (NYSE).

Equal Employment Opportunity:

The Company’s policy is not to unlawfully discriminate against any applicant or employee based on race, color, national origin, ethnicity, sex, gender, sexual orientation, religion, marital status, age, disability, genetic information, veteran status, or any other basis protected by applicable law and EEOC regulations. The Company also prohibits harassment of applicants or employees based on any of these protected categories.

• Perform or oversee all administrative aspects of the office or department, including accounting support, data entry, billing, inventory, record-keeping, and preparing correspondence.

• Provide support to multiple offices, supervisors, and clerical staff.

• Process purchase orders and invoices weekly.

• Process and investigate claims, as needed.

• Update and track documentation required to complete and submit jobs for billing.

• Bid submittal and project set-up for awarded bids.

• Work closely with the Contract Manager for project set-up and initial Oracle WOM unit rate schedules for primary and subcontractors.

• Responsible for Bid Bonds and Contractor Bonds relative to awarded projects.

• Ensure project unit revenue is recognized weekly for all projects and all revenue is input accurately and accounted for.

• Monitor frequently for project status updates, regarding submitting partial and/or completed jobs to customers to stay up-to-date for invoice submittal.

• Review the weekly Accounts Receivables report for customer invoice payment and collection.

• Provide executive level administrative support by conducting research, handling information requests, review/track/analyze budgets, and maintain records and databases essential to project management.

• Implement new policies and procedures ensuring operations are running smooth.

• Maintain a close working relationship with high-level executives.

• Process and submit executive expense reports, coordinate space, perform office organization tasks, and maintain paper and electronic files.

• Update new hire information, driver files, personnel changes, drug testing, and employee issues.

• Perform other duties as required and/or assigned.