Administrative Assistant

Job title

Administrative Assistant

Reports to

Branch Manager

Who we are

ML Crane Group takes great pride in being one of the largest and most experienced crane businesses in North America. Our companies and branch locations are strategically positioned across the Rocky Mountain region, Southwest, Midwest, and East Coast of the United States where our knowledgeable team of professionals provide full-service solutions for their customers’ toughest challenges. Simply put: We know the crane business!

Our values include safety, quality, accountability, integrity, collaboration, and respect.

Job purpose

Responsible for providing administrative services by implementing administrative systems, procedures, policies, and monitoring administrative projects to ensure effective and efficient operations.

This position will report to our Sweetwater, TX location. This position has the potential to be hybrid with the right candidate.

Duties and responsibilities
General
  • Support receptionist in fielding/screening telephone calls and taking messages as needed.
  • Contributes to team effort by accomplishing related tasks as needed.
  • Maintains unit files for all purchased equipment and closes unit files for all sold equipment by sending to corporate. General filing.
  • May also assist other administrative staff with overflow work as requested.

Billing
  • Generates, processes, and files check and wire requests. Run customer payments via credit card portal, apply scrap checks to invoices, mail customer checks to lockbox when received at the branch.
  • Request Certificates of Insurance (COI) from the corporate office.
  • Ensures that all necessary information and forms are completed and then sent to corporate office.
  • Create and send invoices to customers, ensure proper billing.
  • Run billing reports
  • Complete monthly billing withing time allowed.
  • Apply subs to invoices as needed.
  • Verify proper tax rates are charge per invoice. Verify tax exemptions and obtain proper documentation to be sent to corporate for review
  • Complete monthly credit memo report
  • Track monthly billing on long term jobs and progress billing as needed

Payroll
  • Process employee time sheets/payroll. To be done daily.
  • Process personnel file changes and submit to corporate office for validation. Submit status change requests after approved by management. Verify that correct pay rates as well as Per Diem and Boom Pay are applied upon request from field.
  • Ensures that all necessary information and forms are completed and then sent to corporate office. Including back pay, and payroll corrections.
  • Utilization of Units per labor entry. When processing payroll, any time billed to a WO should be notated in the corresponding WO and applied to payroll, with an activity code.
  • Verify accuracy and pay attention to details on every entry
  • Run payroll reports to verify that all information is correct and accurate.
  • Verify sick time available before paying it out.
  • Meet payroll deadline of Tuesdays at Noon.

A/P
  • Ensures that all necessary information and forms are completed and then sent to corporate office.
  • Ensures proper operation of equipment by making sure all annual inspections, DOT inspections and WO are logged in unit files
  • Maintain reports for open PO status. Close PO’s as necessary
  • Process vendor invoices on a regular basis
  • Ensure that all vendor invoices are coded the correct WO# or Job # and that they have the proper GL code listed.
  • Voucher invoices for payment.
  • Take vendor calls. Call vendors to request invoices that are missing.
  • Apply costs to jobs from invoices. Let billing know right away when an invoice is received that need to be billed to a customer, such as outside trucking, 3rd party inspections and barricades, etc.
  • Scan all invoices to be attached into NexGen.
  • Submit all scanned invoice that have been vouchered to AP
  • Verify accuracy and pay attention to details on every invoice
Qualifications

  • High school diploma or equivalent; College degree preferred
  • Minimum 2 years’ experience in administrative position
  • Mathematical Skills & Reasoning Ability: Should be able to read computer generated reports, office reports, invoices, etc. Should be able to compute numbers manually or by use of calculator or computer. Required to be able to operate office equipment (fax machine, computer, keyboard…etc.) Must be able to use communicative skills to interact with customers, vendors, and co-workers in a positive and constructive manner.

Working conditions

Work is completed in the office branch.

Physical requirements

Requires sitting for long periods of time; ability to lift to 20lbs.

Direct reports

N/A

EEO Statement

ML Crane Group provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
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