Administrative Assistant - Service

Administrative Assistant - Service

S.A. Comunale has been a local industry leader for end-to-end mechanical, fire protection, and HVAC services for nearly 100 years. We offer our clients significant financial strength, unmatched bonding capability, an award-winning safety program, and large-scale purchasing power. With 16 locations and over 1,450 employees, including 850 skilled tradesmen throughout Ohio, Pennsylvania, New Jersey, Kentucky, Maryland, and West Virginia, S.A. Comunale can work in virtually every market sector and facility type.

Job Title: Administrative Assistant - Service

Provide administrative support to the Branch Manager and Office Manager. Duties include general clerical, purchasing, inventory, and accounting responsibilities and project-based work. Display a professional company image through in-person and phone interaction.

Essential Duties / Responsibilities: Include the following. Other duties may be assigned.

• Track all open service contracts and create job folders.
• Maintain all records in Falcon, including opening tickets, creating new sites, and printing off monthly work orders for all inspectors.
• Answer incoming service calls and distribute to fitters and alarm technicians as needed.
• Responsible for billing for service contract jobs and all billing in Falcon.
• Responsible for accruals for the service, inspection, and alarm and detection departments.
• Track all open tickets.
• Schedule all inspections for service jobs.
• Distribute inspections and service work to subcontractors.
• Track all permits for service jobs, including preparing them for submittal to the appropriate city.
• Assist in preparing quotes, bid document input, and bid spec review.
• Responsible for mailing, faxing, photocopying, answering phones, and filing as needed.
• Assist Branch Manager with scheduling manpower for service and inspections.
• Attend weekly operations meetings.
• Process all incident reports for service jobs.
• Drop off bids and run errands as needed.

Qualifications:

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education / Work Experience:

• High school diploma or GED is required.
• 2+ years of office/administrative experience is required.
• Construction industry experience is a plus.
• Previous accounting experience is a plus.

Computer Skills: Significant experience with Microsoft Office applications (e.g., Word, Excel, PowerPoint).

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/Veterans/Disabled. Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here.