Office Administrator - MAR
EMCOR

Deer Park, Texas

This job has expired.


About Us:

Since 1984, Rabalais Instrument & Electrical Constructors has been meeting and exceeding client expectations on projects ranging from industrial and commercial electrical, instrumentation, and control services to installation, repair, and maintenance services for residential, commercial, and industrial facilities. With an experienced, highly skilled staff, cutting edge technology, and a passion for safety and quality, Rabalais provides top-quality services in a timely and cost-effective manner. In fact, Rabalais has built a reputation as one of the most reliable and respected electrical and instrumentation contractors in the nation. The management team at Rabalais brings a combined experience of over 500 years to each project the company undertakes.

Job Description:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Lump Sum billing worked up by project manager is entered in Timberline, prints out invoice and then submits to PM for review, approved by PM then posted to Timberline.
  • TM jobs- once payroll is posted, WIP is generated. Review WIP report weekly for jobs assigned and clean up items that are non-billable.
  • Once labor and material are in WIP then AR invoices are created. Project Manager receives the invoices with timesheet and material invoices for review and approval.
  • AR invoices are posted into Timberline, and are either mailed or emailed to customer.
  • Reviews AR Aging report for collections. Provide CFO status update for items over 120 days old.
  • Handles all new hire employment-having applicant fill out application, scan documentation, sends applicant for drug testing and specific training.
  • Entering all new hire background checks/research issues.
  • Setting up all new hires for necessary safety council courses.
  • Ordering/keeping inventory of necessary safety equipment issued to field guys (hard hats/safety glasses/ H2S monitors).
  • Submit proper documentation to Marathon (main customer Marathon).
  • Responsible for double checking/verifying/submitting all field timesheets from point of contact before submitting to Payroll (Diana).
  • Responsible for creating and submitting Nicholas Wood's (field safety) timesheets.
  • Responsible for double checking/verifying/submitting all accommodation allowance requests before submitting to Accounts Payable (Debra).
  • Upkeep/submitting PO log to Accounts Payable (Debra).
  • Responsible for updating/creating vehicle inspection forms and all gas cards issued
  • Keep track of vehicles (location, which employee has it etc.)
  • Keep detailed files for each vehicle.
  • Creating and submitting all transfer/separation forms.
  • Assist in gathering documentation for health insurance and submit to HR (Erica).
  • Create/upkeep Weekly Check Log and submit to CC Main Receptionist (Kristy).
  • Keeping inventory of any and all office supplies/placing orders with Staples
  • Answer/direct all incoming phone calls.
  • Greet anyone that comes in the office.
  • Assist with PO's and REQ's.
  • Upkeep/maintenance of copy/fax machine.
  • Follow up with subcontractors regarding project paperwork as needed. Additionally, follows up on any missing or incorrect supporting documents.
  • Create and maintain electronic project files on server. Save all documentation in electronic project files-see job list. All copies of any documents received and information regarding any additional documents which are scheduled to be received. As well as project close out documents.
  • Prepare outgoing packages and mail to meet daily deadlines.
  • Participate in job and/or team meetings as needed.
  • Send a calendar invite to the CFO (Sue) for any type of approved time-off including tardiness.


  • We offer our employees a competitive salary and comprehensive benefits package and are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Disabled/Veterans


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