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Division Administrator in Huntsville, AL at Penhall Company

Date Posted: 9/12/2020

Job Snapshot

Job Description

Main Purpose:

Coordinate and administer variety of clerical and general office tasks in support of assigned location (i.e. department, project, etc.)

Key Relationships:


  • Division Manager, Area General Manager
  • Shop Manager/Dispatch, Mechanics, Technicians, Laborers, Administrative Staff
  • Sales


  • Existing customer base
  • Industry Associations

Specific Role Responsibilities:

  • Interface with the owner, other departments and the public on a regular basis regarding contract and purchasing matters
  • Establish and maintain records documenting contractors' performance to provide input to other departments for cost and schedule, performance evaluations, etc
  • Preparation of accounts payable, accounts receivable, and equipment rental functions
  • Make expendable material purchases as required and provide receiving of materials either directly or through subordinates
  • Direct or prepare weekly payroll and verify time reports to insure accuracy
  • Prepare control documents for use in reconciling one or more of the following: payroll, payables, and receivables transactions
  • Prepare or direct the preparation of pay estimates, cost reports, etc.
  • Responsible for new employee sign ups, basic personnel administration activities, and general administration
  • Prepare daily, weekly, monthly, quarterly, and annual closing statements, reports and invoices.
  • May be responsible for monitoring subcontractor cost and issuance of backcharges
  • Provide mail service for assigned location. Includes making mail pick-ups & deliveries; sorting, weighing, and posting outgoing mail and packages; distributing interoffice/interproject mail, etc
  • Perform additional assignments per supervisor's direction


Job Requirements

  • Fully experienced and competent individual capable of successfully solving difficult contract and related technical problems requiring excellent judgement
  • Minimum 3 years (sub) contractor experience, including a thorough knowledge of company's contracting, finance, purchasing, engineering and controls procedures, as well as advanced knowledge of equipment and construction
  • Working knowledge of standard accounting procedures, company policies and procedures, purchasing and receiving procedures, cost control, and office administration required. 
  • Knowledge and accuracy in arithmetic important
  • Proficient communication and organizational skills essential.
  • Ability to type 65-70 WPM accurately and take dictation
  • Computer/Office Machines – Microsoft Work, Excel, Outlook
  • Viewpoint Vista system experience preferred
  • English – proficient in business writing and verbal communication
  • Excellent verbal and written communication skills essential
  • Valid driver's license and acceptable motor vehicle record required when duties require use of motor vehicle
  • Ability to pass pre-employment and random screening for illegal substances
  • Perform additional assignments per supervisor's direction
  • Physical requirements: The employee is regularly required to talk or hear. Specific vision abilities required by this position include close vision and ability to adjust focus. This position would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.

Penhall Company is an Equal Opportunity Employer. Penhall Company encourages qualified females, minorities, veterans, disabled persons to apply.


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