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MasTec Utility Services Office Manager in Austin, Texas

MasTec North America, Inc. is a leading national infrastructure construction company operating throughout the United States. MasTec – Utility Services' activities include the installation, maintenance and upgrade of communication and utility infrastructure, including but not limited to: communications, electrical and natural gas distribution infrastructure.

At MasTec you’ll be joining a family, where we are dedicated to supporting each other and building an atmosphere of teamwork. As part of our team, your opportunities are limitless.

In addition to the valuable skills gained through training and on-the-job experience, MasTec offers competitive pay, including medical, vision and dental coverage, 401K and employee stock discounts.

MasTec Utility Services Group is a proud supporter of our U.S. military, veterans and their families - Thank You for Your Service! Active military, transitioning service members and veterans are strongly encouraged to apply

Job Purpose

The Office Manager is responsible for ensuring that day-to-day operations of the department are performed effectively and accurately. This person must have excellent communication, problem-solving, and managerial skills as they are responsible for all activities, projects, and employees in the office. This position supports the Operations team and works with all personnel.

Essential Functions

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

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

  3. Process purchase orders and invoices weekly.

  4. Process and investigate claims, as needed.

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

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

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

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

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

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

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

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

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

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

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

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

  17. Perform other duties as required and/or assigned.

Minimum Qualifications

  1. A High School Diploma, or equivalent.

  2. 5 years of office management and executive administrative support.

  3. Strong executive presence and professionalism.

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

  5. Strong organizational and multitasking skills.

  6. Demonstrated proficient use of Microsoft Office applications.

  7. Ability to operate office equipment.

  8. Good written and verbal communication skills.

  9. Precise hand-eye coordination.

  10. Clarity of vision at 20 inches or less.

Preferred Qualifications

  1. An Associate’s 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 20 pounds.

Don’t miss this great opportunity!

All applicants must pass a background check and pre-employment drug screen. Benefits available include Medical, Dental, Vision, Disability and Life insurance, a 401k plan and Employee Stock Purchase plan. MasTec is a publically traded company MTZ (NYSE).

MasTec, Inc. is an equal employment opportunity employer. The Company’s policy is not to unlawfully discriminate against any applicant or employee on the basis of race, color, sex, religion, national origin, age, disability, genetic information, military status or any other consideration made unlawful by applicable federal, state, or local laws. The Company also prohibits harassment of applicants and employees based on any of these protected categories. It is also MasTec’s policy to comply with all applicable state, federal and local laws respecting consideration of unemployment status in making hiring decisions.

Title: Office Manager

Location: TX-Austin

Requisition ID: 43050