Administrative Assistant

Miller Electric Company • Jacksonville, FL

12d

About The Position

Miller Electric-The Administrative Assistant provides comprehensive departmental support to the Directors, management, and department staff. Responsibilities include ensuring efficient operation and completion of administrative tasks. This role is essential in maintaining an organized office environment by managing diverse responsibilities that aid in achieving departmental goals.

Requirements

• Proven experience as an Administrative Assistant or similar role.
• Must be organized and detail-oriented; ability to coordinate multiple tasks at once.
• Strong communication skills, both written and verbal.
• Proficiency in Microsoft Office, G-suite, and other software required to perform job-related responsibilities.
• Ability to maintain confidentiality and handle sensitive information.
• Strong attention to detail and problem-solving skills.
• Ability to work independently and as part of a team.
• A proactive approach to handling a variety of office tasks.

Responsibilities

• Timesheet Management: Review ESS timesheets for accuracy and timeliness.
• Department Coordination: Support activities across various locations, ensuring smooth workflow and communication.
• Onboarding: Assist with department employee onboarding and training.
• Travel Coordination: Arrange business travel plans and manage subsequent employee reimbursement requests.
• Employee Transactions: Handle requests for credit cards and other transactions.
• Event Planning: Organize and manage departmental meetings and events. Plan and organize activities that promote team cohesion and well-being.
• Ordering: Order business cards and miscellaneous departmental needs, request devices or equipment, and manage inventory.
• Vendor Relations: Set up new vendors/suppliers, resolve billing issues, and ensure smooth vendor communication and payments.
• Management Support: Assist management with special projects and requests. Assist with meetings, including document creation and meeting minutes.
• Departmental Support: Maintain department email groups and staff contact lists, helping create templates and standard documents for department use. Assist with departmental needs as needed with management approval.
• Workplace Organization: Organize workplace logistics to ensure an efficient and conducive working environment.
• Financial Operations: Ensure accurate financial management for VDC and fabrication projects, tracking reallocations, and submitting journal entries. Maintain effective communication with project teams and the accounting department to ensure alignment and accuracy. Conduct project audits as needed.
• Marketing Material: Assist in preparing presentations and reports for departmental meetings and conferences. Collaborate with department staff and marketing to create marketing presentations, brochures, etc.
• Vendor Relations: Set up new vendors/suppliers with applications, W-9s, and COIs as required. Assist vendors with billing issues, invoices, and communication. Request checks as needed.
• HR Assistance: Bridge communication to assist with employee needs/concerns.
• Upper Management Support: Assist upper management with special projects and requests.
• Fleet Management: Assist the fabrication team with fleet-related needs.
• Prefab Leadership Support: Support all shop foremen and managers with administrative needs.

Benefits

• Medical, Dental, and Prescription Drug Insurance (100% of the premium covered by Miller Electric...yep, seriously)
• 401k retirement and matching
• Life Insurance
• Accidental Death & Dismemberment Insurance
• Short & Long-Term Disability Insurance
• Flexible Spending Accounts
• Paid Vacation & Holidays
• Tuition Reimbursement Program
• Wellness Program

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 5,001-10,000 employees