Administrative Assistant

EMCOR Group; Cranston (RI); On-site; USD 25,000 - 30,000; Full time

Job summary

EMCOR Group is seeking a Service Administrative Assistant to support the Service Department in Cranston, RI. The role reports to the Service Manager and involves coordinating a team of 3–4 service technicians, handling invoicing, scheduling, and order processing to ensure smooth daily operations.

The ideal candidate will have 5+ years in an office setting, strong communication skills, and proficiency with Microsoft Office.

Qualifications

• 5+ years experience working in an office environment.
• Experience with HVAC, electrical, service, construction or a technical company is a plus.
• Proficiency with Microsoft Office suite (Excel, Word, Access).
• Ability to work in a fast-paced environment and manage multiple tasks at once.
• Ability to communicate with all levels of staff and customers both oral and written.
• Strong leadership ability.

Responsibilities

• General Office Duties and Support: Order office supplies and assist with materials for employees, technicians and customers.
• Greet visitors and maintain a professional reception area and assist visitors as needed.
• Manage and schedule service technicians, coordinate visits and ensure billing details and contracts are accurate.
• Create work orders in Excel for each site visit and verify completed work orders for accuracy.
• Maintain and update engineering and scheduling calendars in SharePoint/Outlook for service and construction technicians.
• Process service contracts and POs in Sage 100, generate and submit invoices, monitor accounts receivable.
• Assist the Office Manager with office projects and participate in process improvements.

Skills

Office experience

Communication

Leadership

Multitasking

Team collaboration

Tools

Microsoft Excel

Microsoft Word

Microsoft Access

Job description

About Us

We are a full-service building automation system and HVAC controls service contractor. We provide controls system design, programming, installation, repair, service, and maintenance in a variety of markets, including higher education, schools, general office, federal facilities, and laboratories.

Job Summary

The primary function of the Service Administrative Assistant is to support the day-to-day operation of the Service Department. This position reports to the Service Manager.

Essential Duties & Responsibilities

General Office Duties and Support

• Order office supplies or anything needed for a smooth-running office. Run errands to pickup supplies or postage as needed or requested by the Office Manager or other management.
• Assist with ordering any materials for employees, technicians and customers.
• Greet visitors and delivery personnel professionally and assist them as needed.
• Maintain common areas in a clean and neat manner.
• This role is the primary person responsible for answering the phone, assisting callers and directing callers to the appropriate staff member.
• Plan and support office meetings or training classes as it relates to food, beverage, supplies and furniture. Coordinate with caterers and food delivery workers.
• Keep the office well stocked with lunchroom supplies and general office supplies.
• General filing and organizational tasks as directed.

Service Department

• Develop rapport with customers and service technicians for a successful relationship via phone and email.
• Manage and Schedule 3-4 Service Technicians. Setup service site visits, coordinate with the customer for onsite location and contact information, confirm billing information and service contract details. Ensure technicians have a full schedule and we are performing the required site visits per the service contract.
• Order materials as needed for service visits. Coordinate delivery of the materials to the technician or to the job site.
• Create work orders (in Excel) for each service site visit. Review completed work order when the site visit is completed and check for accuracy (billing details, hours, mileage, description of work).
• Review the engineering schedule in SharePoint and ensure the Outlook schedule is updated for both service and construction technicians (approx. 12 technicians) every day. Review for accurate job # and job site address and to confirm all technicians have been scheduled for the next day.
• Setup service contracts, customer POs and small service projects in Sage 100 for contractors. Details will include bill to information, billing details, PO or contract # and amount and estimated budget for the work.
• Using Sage 100, generate and submit service invoices and submit to the customer using email and various customer specific web sites.
• Monitor service accounts receivable aging and working with the service manager, work with customers on payments that are past due.

Assist the Office Manager with any office projects needed to provide a smooth-running environment.

Participate in work process improvement as it relates to your position.

Backfill and support all other administrative positions. Participate in and plan for cross training to provide backup for all positions and tasks.

General

• Adhere to all Federal, State, OSHA, Customer and Company safety standards and requirements.
• Provide a quality product - develop the practice of checking and re-checking work to ensure error free.
• Treat everyone with respect and adhere to all company policies and procedures.
• Always act as part of the EMC Services team.
• Act promptly on issues and problems and communicate clearly to supervisor and team members on progress and project status. Respond to internal and external customer service issues promptly and accurately in a professional manner.
• Be dependable and reliable with schedules and deadlines.
• Take initiative to learn and continue personal education.

Qualifications

• 5 + years experience working in in an office environment.
• Experience with HVAC, electrical, service, construction or a technical company is a plus.
• Strong computer literacy, proficiency with the Microsoft programs suite (Excel, Word, Access)
• Ability to work in a fast-paced environment and manage multiple tasks at once
• Ability to communicate with all levels of staff and customers both oral and written
• Strong leadership ability

Work Environment

Conditions include working in office. Must be able to safely access all areas of property. Must be able to effectively use any required PPE equipment. Potential Jobsite Visits.

Equal Opportunity Employer

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled.

Affirmative Action Policy

Please review our Aff...