Administrative Specialist

Miller Pipeline•Romulus, MI

11d

About The Position

Miller Pipeline is hiring an experienced Administrative Specialist to provide administrative support for operational and project-related activities. The role supports hiring and orientation, customer communications, project documentation, job and labor data tracking, invoicing, purchasing, shipping, mail distribution, and travel arrangements. The position involves working with Microsoft Office, customer portals, and company systems to support field crews and office operations.

Requirements

High school diploma or equivalent.
At least 1 year of professional administration and/or customer service experience.
Ability to operate office equipment such as fax machines, copiers, and phone systems.
Independent judgment to plan, prioritize, and organize a varied workload and recommend changes to office practices or procedures.
Ability to manage multiple tasks or projects with competing deadlines and produce accurate results with an appropriate sense of urgency for customers and coworkers.
Proficiency in Microsoft Office, specifically Excel and Word.
Ability to prepare spreadsheets calculating amounts such as cumulative invoicing, retainage, and deliverables.
Ability to learn new software quickly.
Effective written and oral communication skills.

Nice To Haves

Associate’s degree or significant college coursework in business management, human resources, accounting, or a related field.
At least 3 years of professional administration experience in the construction or utility industry.
Experience with web portals for time and attendance.

Responsibilities

Coordinate pre-employment tasks for job candidates and facilitate new-hire orientation, including completing I-9 forms and other paperwork.
Answer customer inquiries by phone and email.
Coordinate and track locate tickets and work permits.
Coordinate collection, preparation for submission, and storage of project deliverable paperwork and video files in accordance with contract requirements.
Track customer and job data in Microsoft Excel and WMIS (Customer Workforce System).
Process labor and subcontractor entries daily using the WINS transactional system.
Assist with preparing weekly reports based on WINS input.
Confirm quantities and receive and code subcontractor and vendor invoices for job costing.
Assist with preparing invoicing information for weekly submission through customer data portals.
Maintain filing systems for customer logs, vendor materials, supplies, repair parts, and rentals.
Purchase and maintain material orders for crews and office supplies.
Pack and ship UPS deliveries.
Sort and distribute incoming mail.
Make travel arrangements for general foremen and superintendents as needed.