Job Description

Since the 1930's Marks Crane & Rigging has been providing West Texas and Southeastern New Mexico with crane rental, crane service, and rigging services. Our organization is filled with highly experienced and friendly people. We don't want to simply meet our customer’s expectations; we want to exceed them. 

Marks Crane & Rigging has a great opportunity for an Administrative Assistant within its Odessa, TX branch. 

JOB PURPOSE

Responsible for providing administrative services by implementing administrative systems, procedures, policies, and monitoring administrative projects to ensure effective and efficient operations. 

DUTIES AND RESPONSIBILITIES

• Support receptionist in fielding/screening telephone calls and taking messages as needed. 
• Contributes to team effort by accomplishing related tasks as needed. 
• Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions. 
• Generates, processes, and files check and wire requests 
• Process employee time sheets/payroll
• Process Phase1 of New Hire paperwork and submit to the corporate office for completion. 
• Process personnel file changes and submit to corporate office for validation. 
• Ensure all Employees are in compliance with TRC with Annual Reviews and Trip Reports. 
• Request Certificates of Insurance (COI) from the corporate office. 
• Making travel, meeting and event arrangements as necessary for local personnel. 
• Supports all administrative and office activities 
• Reports all incidents to appropriate corporate staff immediately and submits a complete incident report. 
• Ensures that all necessary information and forms are completed and then sent to corporate office. 
• Ensure all citations are immediately sent to the corporate office. 
• Ensures proper operation of equipment by making sure all annual inspections, DOT inspections and WO are logged in unit files 
• Reviews Coming Due Reports, ensuring that all units have up to date inspections. 
• Maintains unit files for all purchased equipment and closes unit files for all sold equipment by sending to corporate. 
• Keep and inventory of units per Branch using the Crane People & Equipment worksheet. 
• Insure all units have up to date insurance, registrations, and inspections in system. 
• Write quotes at the direction of the Salesman. 
• Create and send invoices to customers, ensure proper billing. 
• Issue purchase orders as requested and ensure proper authorization has been granted. 
• Ensure the proper GL code and amount are listed in PO and are accurate. 
• Verify vendor invoices to assure that they have the correct PO. 
• Send vendor invoices to corporate weekly. 
• Work alongside the AP Department to ensure all invoices are paid correctly and on time. 
• Tracks fuel deliveries and maintenance. 
• Assists safety in tracking Job Site Assessments
• May also assist other administrative staff with overflow work as requested.

 QUALIFICATIONS

• High school diploma or equivalent; College degree preferred 
• Minimum 2 years’ experience in administrative position 
• Mathematical Skills & Reasoning Ability: Should be able to read computer generated reports, office reports, invoices, etc. Should be able to compute numbers manually or by use of calculator or computer. Required to be able to operate office equipment (fax machine, computer, keyboard…etc.) Must be able to use communicative skills to interact with customers, vendors, and co-workers in a positive and constructive manner.

ML Crane Group provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.