Administrative Assistant

About Cornerstone Energy Services

Cornerstone Energy Services, Inc. specializes in engineering, survey, and land solutions for the energy infrastructure sector. From initial concept through project completion, we provide comprehensive services including civil, process, mechanical, and I&E engineering; project management; survey and mapping; and right-of-way acquisition.

We collaborate closely with developers and operators of oil and gas pipelines and electric transmission systems, supporting both extensive linear projects and site-specific developments. Our work is guided by three core values:

- Safety – protecting the public, our clients, and our team

- Advocacy – prioritizing the best interests of our clients

- Integrity – upholding professionalism and accountability in every aspect of our operations

ESSENTIAL FUNCTIONS:

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

- Assist with meeting minutes and record action items.

- Assist in coordination with internal project staff to direct time assignment properly.

- File and maintain vendor invoice database, inclusive of vendor reports and change orders.

- Maintain 500+ vendor accounts, setting up new accounts when needed.

- Enter data for all accounts payable items and attach invoices to vouchers.

- Maintain up-to-date cost and budget tracking for all vendors associated with, and contributing to, client projects.

- Monitor and verify weekly vendor reporting to accrued invoice costs.

- Create multiple finance reporting functions as needed.

- Translate cost data into logical, comprehensive, concise reports for internal and external use for weekly and

monthly cost reporting.

- Assist in month-end close procedures such as sheet accounts (including prepaid, accrued expenses, and deferred

revenue), resolve issues, merchant processing statements, bank statements, and the accounting system.

- Assist with annual audit including maintaining document files.

- Verify accuracy of invoices and other accounting documents or records.

- Ensure paper files and network folders are up to date, orderly, and accurate.

- Enter data into computer system using defined computer programs; compile data and prepare a variety of

reports.

- Recommend actions to resolve discrepancies.

- Perform office support functions including scheduling onsite and offsite meeting and conference calls, answering

phones, monitoring mail inboxes, ordering supplies, copying and distributing correspondence, preparing for

meetings including refreshments, projector setup, marketing material handouts, and presentation preparation.

- Maintain the overall workplace in a safe, presentable and efficient manner, including proper storage of materials,

records, equipment, break supplies, office supplies, printer/plotter supplies, shipping supplies, etc.

- Perform offsite errands such as deliveries to/from offsite print shops, Post Office/UPS runs, deliveries to client or

vendor offices, banks, Town Hall, or Registry of Feeds, lunch/dinner/breakfast runs, etc.

- Perform other duties as assigned.

WORK ENVIRONMENT

- Work is performed primarily in an office setting.

- Office work may include prolonged seated tasks, extended keyboarding, and use of computer screen.

- May be requested to work overtime and weekends.

- Position requires travel (expected to be less than 5%); valid driver’s license and acceptable DMV record required.

PHYSICAL REQUIREMENTS

- The employee is regularly required to stand, walk, use stairs, use hands, reach, talk and hear.

- The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25

pounds.

- Specific vision abilities required by this job include close vision, distance vision, depth perception, and the ability

to adjust focus.

KNOWLEDGE, SKILLS AND ABILITIES

- Must be detail-oriented and possess strong communication skills.

- Must be organized and have the ability to multi-task.

- Must have the ability to know when to act and when to refer.

- Must have excellent computer/internet skills and a thorough working knowledge of Microsoft Teams, Word,

Excel, PowerPoint, and Outlook.

EXPERIENCE AND EDUCATION

- High School Diploma.

- Bachelor’s Degree in Business Administration or related field preferred.

- 1 – 2 years of experience in office management.