Administrative Assistant Job at EMCOR Group in Salisbury

Administrative Assistant

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 the mid-Atlantic region, S.A. Comunale can work in virtually every market sector and facility type.

Job Title: Administrative Assistant

Provide administrative support to the Carolina Branch. Duties include general clerical, purchasing, inventory, and accounting responsibilities and project-based work. Project a professional company image through in-person and phone interactions. Other duties may be required as assigned by the Branch Manager.

Essential Duties/Responsibilities:

• Perform general clerical duties to include but not limited to photocopying, faxing, mailing, filing, and scheduling appointments.
• Create and maintain various office records such as work tickets and accrual work sheets for invoices.
• Perform basic accounting functions such as billing, accounts receivable, accounts payable, maintain branch checkbook, and petty cash.
• Prepare various monthly reports as required such as the branch checkbook log, the petty cash book log, company credit card receipts, and inspection reports to fire officials.
• Assist with the scheduling of branch manpower.
• Serve as the backup for accruals for the service and inspection departments.
• Track all permits for service jobs, including preparing them for submittal to the appropriate city.
• Acquire city specific information to be entered to perform service and inspections.
• Order and monitor inventory of office supplies and material/equipment for field personnel.
• Process and create purchase orders.
• Perform all AIA billings for the branch.
• Create, update, and distribute various reports including the operations report, manpower report, and backflow report.
• Prepare and send weekly payroll report information.
• Collaborate with the corporate office Safety Department on Tool Box Talks for all field employees track and collect all needed information to hand over.
• Responsible for CIP and WIP processes.
• Assist with the design notes in the Monday morning meeting.
• Assist with keeping the design head count sheets up to date.
• Ensure all blueprints get to the appropriate employee in a timely manner.
• Assist with the various meeting notes, as needed.
• Assist in tracking and ensure the field head count sheets are turned in on time.
• Assist in following-up with the 1-week look ahead.
• Assist in collecting time from all field personnel.
• Assist with scheduling all meetings.
• Assist Project Managers 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.
• 3+ years of administrative experience is required.
• Previous construction industry experience is a plus.
• Knowledge of general office machines and telephone systems is required.

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.