Administrative Specialist

Henkels & McCoy, Inc. Administrative Support Specialist

Henkels & McCoy, Inc. (H&M) is a leading utility construction firm providing critical infrastructure for the power, oil & gas pipeline, telecommunications, and gas distribution markets throughout North America. Founded in 1923, the firm adapts a century of experience to the dynamic infrastructure needs of today. H&M leverages the collective strength of its diverse disciplines to create seamless integrations between projects, clients, team members, and communities. The company has been recognized with an E. I. DuPont Safety Excellence Award.

H&M is a purpose-driven company. Our core values guide our strategy, performance, and culture. We believe in maintaining an environment where team members can make an impact, grow, and thrive. A place where they find meaning and purpose in doing the important work of ensuring communities have the vital energy, light, and communications to prosper. Our culture is inclusive and welcoming. Our teams are empowered with abundant training, tools, and opportunities to follow their curiosity and ambitions. Everyone has an equal chance to advance. Everyone is supported, respected, and challenged to be their best. We're always looking for talented and dedicated people to join us and love where they work.

Henkels & McCoy is a proud subsidiary of MasTec (NYSE: MTZ), a Fortune 500 Company ranked by Engineering News-Record as one of the leading contractors in the country. H&M is part of the MasTec Power Delivery segment. We are certified as a minority-controlled company by the National Minority Suppliers Development Council (NMSDC). Our rich diversity of people and ideas makes us a stronger, more innovative organization.

Henkels & McCoy is seeking a friendly, organized, and dependable Administrative Support Specialist to join our team. As the first point of contact for our office, the Administrative Support Specialist will play a key role in managing front desk operations, coordinating visitor access, supporting mail and invoice processing, and maintaining essential office supplies. This role will liaise with internal staff and external guests and will support the business with various administrative tasks and initiatives.

Responsibilities

• Visitor Management
  • Greet and welcome visitors in a professional and courteous manner
  • Verify appointments and manage building access
  • Maintain accurate visitor logs and ensure compliance with sign-in/out procedures
• Phone & Communication Management
  • Answer and route incoming calls promptly and professionally
  • Take accurate messages and ensure timely delivery
• Mail & Document Handling
  • Receive, sort, and distribute incoming mail and packages in coordination with the Mail Room
  • Scan and upload invoices into the accounting/document management systems
• Office Supply Management
  • Monitor inventory levels for office and kitchen supplies
  • Place and track orders
  • Monitor toner levels for printers throughout the building
• General Office Support
  • Maintain and clean and organized reception area
  • Provide administrative support including date entry, filing, and other tasks as needed
  • Monitor the corporate marketing inbox and route customer service complaints, claims and business inquiries to the appropriate teams for resolution
  • Prepare Conference Rooms for scheduled meetings, ensuring rooms are tidy and equipped with necessary supplies

Qualifications

Qualifications:

• High school diploma or equivalent; associate degree preferred
• 1-2 years of experience in a receptionist or front desk role
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel)
• Strong communication and interpersonal skills
• Ability to manage priorities and multitask effectively
• Reliable, punctual, and professional demeanor
• Ability to work in the office full-time

Key Competencies:

• Customer Focus build strong internal and external relationships through professional and courteous service
• Collaborate Work effectively with others to meet shared objectives
• Instill Trust Demonstrate honesty, integrity, and professionalism
• Action Oriented Take initiative and respond promptly to requests and challenges
• Organizational Savvy Navigate office dynamics and support cross-functional teams
• Drive Results Maintain accuracy and efficiency in a fast-paced environment

Henkels & McCoy, Inc. is an Equal Opportunity Employer of Minorities, Females, Protected Veterans, and Individuals with Disabilities.