Administrative Assistant at M.J. Nester Specialty Contractors

Pottstown, Pennsylvania, United States -

Full Time

Start Date

Immediate

Expiry Date

28 Aug, 26

Salary

0.0

Posted On

30 May, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Coordination, Invoicing, Scheduling, Vendor Management, Equipment Tracking, Office Organization, Travel Coordination, Microsoft Outlook, Microsoft Excel, Microsoft Word, QuickBooks, Project Documentation, Customer Service, Multitasking, Financial Coordination, Records Management

Industry

Construction

Description

Description Position: Administrative Assistant Location: Pottstown, PA Position Type: Full-Time, Salary About the Company M.J. Nester Equipment Specialty Contractors provides expert welders, mechanical millwrights, heavy rigging, pipefitting and installation, plant relocation services, and supplemental labor. Based in the greater Philadelphia area, we serve manufacturing facilities nationwide. Job Purpose The Administrative Assistant will support the Operations, Project Coordination, and Office teams by assisting with administrative coordination, invoicing, scheduling, vendor management, equipment tracking, and general office organization. This role plays an important part in helping maintain organization, communication, and efficiency throughout daily company operations. The ideal candidate is dependable, proactive, organized, and capable of managing multiple responsibilities simultaneously. Job Responsibilities Administrative & Project Support · Assist Project Coordinators and Project Managers with daily administrative tasks · Organize and maintain digital and physical files, records, and project documentation · Answer and direct incoming phone calls and emails professionally · Assist with preparing reports, spreadsheets, and internal documentation · Support general office operations and workflow organizations · Maintain accurate digital and physical records Invoicing & Financial Coordination · Assist with customer invoicing and billing preparation · Enter and track purchase orders · Assist with vendor setup and vendor information entry · Organize receipts and expense documentation · Support the tracking of project-related expenses and job costs · Assist with credit card reconciliation and invoice organization Scheduling & Travel Coordination · Schedule and coordinate travel arrangements for field crews and management · Book flights, hotels, rental cars, and travel accommodations · Coordinate meeting schedules and appointments · Assist with maintaining project calendars and scheduling update Equipment & Rental Tracking · Track company equipment rentals and returns · Maintain rental logs and related documentation · Monitor auto rental reservations and usage · Coordinate with vendors regarding rental equipment and service needs · Assist with tracking company assets and equipment records Office Management & Organization · Monitor office supply inventory levels · Order office supplies and maintain organized supply storage areas · Ensure office areas remain organized and stocked appropriately · Assist with maintaining administrative procedures and organizational systems · Support process improvements to increase office efficiency Requirements Qualifications · Previous administrative, office, accounting, or project support experience preferred · Construction, industrial, or operations experience is a plus · Strong organizational and multitasking skills · High attention to detail and accuracy · Excellent communication and customer service skills · Ability to prioritize tasks in a fast-paced environment · Self-motivated with strong follow-through and accountability · Professional attitude and willingness to learn Technical Skills · Microsoft Outlook · Microsoft Excel · Microsoft Word · QuickBooks or accounting software preferred · Construction management or project tracking software · Shared digital file systems and cloud-based organizational platforms

Responsibilities

The Administrative Assistant provides comprehensive support to Operations, Project Coordination, and Office teams through administrative coordination and general office organization. Key duties include managing invoicing, scheduling travel for field crews, tracking equipment rentals, and maintaining digital and physical records.