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Miller Electric Company · 7 hours ago

Administrative Assistant

Jacksonville, FL

Full-time

Onsite

New Grad, Entry Level

Miller Electric Company designs, installs, and maintains advanced electrical systems. The Administrative Assistant provides comprehensive departmental support to the Directors, management, and department staff, ensuring efficient operation and completion of administrative tasks.

EnergyEnergy EfficiencySustainability

Growth Opportunities

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