Administrative Assistant

Overview

William Charles Construction, a Mas Tec Company, is currently hiring an Administrative Assistant in our Springfield, IL office. The Administrative Assistant will provide administrative and general office support to the site and area operations.

The Administrative Assistant directly impacts business operations by providing efficient and effective support directly to the field. The Administrative Assistant will act as the primary point of contact for site personnel, Operations Managers, and Regional Support Managers.

With more than a century of exceptional work on our resume, William Charles Construction remains guided by the pursuit of excellence. Our “Do it Right the First Time” work ethic has been the cornerstone of our business philosophy since 1892. With our broad background in heavy civil construction, environmental management and mining and materials production, we have the expertise to help our customers complete their most complex projects.

Mas Tec’s Clean Energy & Infrastructure (CE&I) segment generates over $4 billion in annual revenue, providing construction services across industrial, renewables and infrastructure sectors. Our industrial expertise includes building products manufacturers, decarbonization, power generation facilities, manufacturing plants and mining. In infrastructure, we specialize in general heavy civil construction, underground utilities, structures, electrical work, material production, roadways, bridges, specialty pavement overlays, environmental projects and commercial buildings.

Our renewables sector focuses on solar, wind and battery storage. Sustainability and safety are foundational to our culture and influence everything we do.

Mas Tec, a minority-owned Fortune 500 company, has shaped the construction industry for more than 90 years. With over 35,000 employees and 400 offices nationwide, we provide flexibility and career growth in dynamic work environments.

• Establish and maintain a filing system, ensuring documentation/information is current and can be readily retrieved
• Assist with external and internal vendor relations, including but not limited to, payment of invoices, new vendor setup, and resolution of any vendor issues
• Handle incoming calls, emails, and company related correspondence daily, including customer inquiries and complaints, routing inquiries/requests to appropriate individual/department for response, following up and providing any coordination necessary to ensure response occurs in timely, efficient manner
• Assist customers with immediate needs and help employees with tasks related to customer requests
• Track paperwork, process new work/projects, change the status of work/projects, create invoices for all jobs and keep a detailed record of start and end dates in a separate log
• Organize and coordinate staff and other meetings, including preparing materials pertaining to agenda items, following up with staff members regarding status of action items, etc
• Respond timely to requests from Resource Management and Field Operations
• Keep site bulletin boards updated and neatly organized with company newsletters, safety posters, federal posters, workers compensation information, etc
• Attend crew meetings as needed to collect documents, communicate information, and respond to inquiries
• Maintain safe work environment by following and supporting safe practices
• Prepare and submit expense reports weekly in accordance with company policy, including for traveling technicians and new hires
• Receive payroll timesheets and input in a timely fashion to ensure employees get paid on time
• Assist/provide backup support to other office support employees as required
• Coordinate special projects as assigned
• Assist and support field management on projects and daily business needs

• High School Diploma or equivalent required
• 1-3 years experience in an administrative role

• Ability to effectively communicate verbally and in writing
• Working knowledge of Microsoft Office
• Working knowledge of Construction software preferred
• Working knowledge of office equipment such as scanning, printing, emailing documents