Administrative Clerk

Job Description

The Administrative Clerk provides entry-level clerical and administrative support to the yard, field office, and operations team. Responsibilities include maintaining facility and material transfer logs, collecting and distributing invoices, organizing operational documentation, handling correspondence, and supporting daily office operations.

Duties & Responsibilities

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• Greet visitors and vendors, direct inquiries, and notify appropriate personnel of their arrival.
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• Receive, organize, and distribute incoming and outgoing correspondence, including emails, mail, packages, and deliveries.
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• Maintain accurate, detailed logs of entry into the yard and field office, including required information for personnel, visitors, vendors, and materials transferred into and out of the facility.
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• Assist with end-of-month (EOM) documentation and turnover, including grease books or run tickets as assigned.
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• Maintain organized electronic and physical records through routine data entry, scanning, copying, filing, and document organization.
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• Collect, stamp, sort, and distribute hand-delivered invoices to the appropriate Administrative Assistant for coding, processing, and routing.
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• Assist with routing completed invoices and returning documentation to vendors as needed.
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• Crosstrain in OpenInvoice to provide backup coverage and assist with basic invoice-related tasks.
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• Monitor office and breakroom inventory, create purchasing lists for review and assist with supply purchases, breakroom shopping, errands, and other general office needs.
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• Provide clerical support to field personnel, foremen, and office staff.
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• Maintain open and active communication with Administrative team regarding task completion and offer cross-duty support as needed
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• Perform other related administrative duties as assigned.
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Knowledge, Skills & Abilities

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• High school diploma or equivalent preferred.
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• Previous clerical or office experience preferred but not required.
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• Basic computer skills, including email, data entry, and Microsoft Office applications.
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• Strong attention to detail and organizational skills, particularly in maintaining logs and processing documentation.
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• Strong written and verbal communication skills, with the ability to work effectively with office staff, field personnel, vendors, visitors, and management.
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• Ability to follow established procedures, prioritize competing responsibilities, maintain accurate records, and meet deadlines with minimal supervision.
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• Must maintain a valid driver's license and an acceptable driving record in accordance with company requirements to operate company vehicles for business-related errands and supply purchases.
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Equal Opportunity Employer

Prospective employees will receive consideration without discrimination because of race, color, religion, marital status, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, veteran status, disability, or genetic information.