Administrative Assistant (Catlettsburg, KY) Austin Industrial

About Austin Industrial

 Austin Industrial provides premier self-perform maintenance, construction, and soft craft service to leading industrial companies across the U.S. An industry leader for more than 60 years, we offer single-source solutions to our customers in the oil, gas, chemical, food, agriculture, power, and manufacturing industries. 

To learn more about us, visit https://www.austin-ind.com/what-we-do/industrial. 

Field Office Manager

The Field Office Manager responsibilities are to provide overall direction and control over the jobsite accounting, personnel functions, and other administrative support functions required to support the project staff.

Functional Areas of Responsibility

• Jobsite accounts payable/receivable.
• Job cost accounting.
• Change order accounting.
• Support of job status reports.
• Owner billings.
• Project insurance administration.
• Personnel administration.
• Payroll administration.
• Jobsite office administration.

Specific Duties and Responsibilities

• Prepare and submit monthly pay requests in accordance with contract terms.
• Oversee all field payroll functions for both hourly and salaried employees; ensuring that all hours worked are properly documented, coded, and reported to the Austin Accounting Department. Receive and distribute payroll checks in accordance with established policies and procedures.
• Receive and process all invoices and pay requests from suppliers and subcontractors, including M/WBE and subcontractor man-hour reporting. Ensure the necessary back-up documentation is on file before approving invoices for payment.  Monitor the entire invoice system to ensure that subcontractors and suppliers are being paid in a timely manner.  Follow up with subcontractors and suppliers to receive appropriate back-up documentation.
• Maintain the project job-cost ledgers that support pay requests to the owner.
• Work with the Project Manager to ensure that all subcontractors have the necessary bonding and insurance documents properly completed and on file before their scope of work commences.
• Incorporate change order revisions into the schedule of values.
• Assist in preparation of the monthly job status report.
• Ensure that all project cost items are coded properly according to the chart of accounts and recorded and paid in a timely manner.
• Monitor all reports from the performance reporting system for accuracy and consistency and assist Project Manager in making all necessary revisions.
• Direct a variety of jobsite personnel functions, (e.g., pre-employment/pre-transfer physical exams and drug tests, reference checks, new employee enrollments and orientations, group insurance)
• Assist the Project Manager in a number of functions related to close out of a project to include the final billing to the owner.
• Perform a wide variety of related administrative support tasks, (e.g., preparation of safety reports, equipment inventories and maintenance records). Ensure that all equipment onsite is reported for insurance purposes.
• Establish and maintain the project filing system.
• Perform general office and clerical duties.
• Perform other duties as assigned.

Qualifications

• 3 years of accounting experience working in an industrial setting.
• Knowledge of accounting software programs. (ex: TRACK, CATS)
• Knowledge of MS Office (ex: Excel)
• Ability to multi-task and handle multiple deadlines.

Must pass medical and background check as a condition of employment.

Benefits & Compensation

We offer excellent benefits including medical, dental, life and disability insurance, and a matching 401K plan. We are proud to be a 100% Employee-Owned Company (ESOP)! To learn more about our employee-ownership structure, please go to https://www.austin-ind.com/our-company/100-employee-owned.

Austin Industrial is an Equal Opportunity Employer.

See the “Know Your Rights” poster available in English and Spanish.

No Third-Party Inquiries Please

This Company does not accept and will not consider unsolicited resumes, or any other unsolicited candidate information submitted to the Company or any of its employee-owners by staffing agencies, search firms, or third-party recruiters in response to a posted vacancy. The Company will not pay any placement fee(s) without a written agreement to do so (i.e., payment must be required pursuant to the terms of a written agreement). 

Accessibility Note

If you are a job seeker with a disability and require reasonable accommodation to apply for one of our jobs or have accessibility concerns, please contact the People Services Team at (877) 831-1217.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.