Administrative Assistant

Comfort Systems USA; Gainesville (FL); On-site; USD 40,000 - 52,000; Full time

Job summary

Amteck is seeking an Administrative Assistant to support the Florence, KY office and Intel site projects. The role focuses on payroll entry and accurate data handling to reflect job costs and work packages, with additional duties in office organization and site administration.

The incumbent will rotate between the office reception and the Intel site, coordinating with HR and project teams to schedule training, process time sheets, and maintain payroll documents in Box.

Qualifications

• Payroll entry experience or strong payroll data skills.
• Proficiency with spreadsheets and data entry.
• Excellent written and verbal communication, and strong organization.

Responsibilities

• Enter employee time and payroll data; provide weekly time sheets to the Superintendent.
• Prepare payroll reports by period, including codes and earnings categories; upload documents to Box.
• Coordinate training and orientation for new employees; assist HR with inquiries on hires/terminations.
• Greet visitors at reception and manage phone/Teams communications; support office and site administration.
• Update project folders, scan forms, ship/receive mail, and maintain job trailers and offices.

Skills

Computer skills

Relationship building

Customer service

Communication skills

Organizational skills

Tools

Coins

Job description

The Administrative Assistant supports the local office as well as site activities at construction projects. They service a vital role in the overall organization and administrative functions of the Amteck team located in Florence, KY. The individual in this role primarily performs payroll entry and ensures accurate production data is entered so that job cost and work packages are correctly reflected and helps coordinate Safety training for incoming employees on the Intel site. The Administrative Assistant typically will take on other duties based on the specific needs of their assigned job site such as updating spreadsheets, scanning forms, and updating project folders, shipping and receiving of mail and packages, or general upkeep of the job trailer and office environment. The ideal person for this has strong computer skills, relationship building and customer service abilities, and exceptional communication and organizational skills.

This individual will rotate between the Intel site and the office as needed. While in the office, they will sit at the reception desk and greet guests and maintain the phone/Teams line.

Responsibilities Which Will Vary Depending On The Job Site

• Assist Superintendent in directing new employees to the site orientation; maintain any documentation needed for employees on that job site
• Works with the Recruiting, site, and customer team to maintain WWID’s on the Intel site, and schedule training for incoming employees
• Responsible for time entry for employees on the job site including providing the Superintendent with weekly time sheets, verifying attendance, inputting daily time sheets into Coins with units as directed by the Superintendent; paying drive time, mileage, vacation and sick pay per company policy
• Complete payroll reports per pay period for the project as requested by the project manager by summary, cost codes, earnings categories and units by cost code; upload payroll documents/timesheets/payroll reports to Box
• Assist site with communication with HR as needed regarding new hires, terminations and some employee related questions
• Assist with other general administrative duties as needed