Administrative Assistant

EMCOR Services Combustioneer; Lanham (MD); On-site; USD 42,000 - 60,000; Full time

Job summary

EMCOR Services Combustioneer has an immediate opening for an Administrative Assistant in Lanham, Maryland. The role supports operations and leadership with adherence to company policies, procedures and documentation.

It reports directly to the Division Manager and involves extensive clerical coordination across construction and controls teams. The ideal candidate will have strong communication, MT skills, and experience with MS Office, ERP systems, and COINS for payroll and procurement tasks.

Qualifications

• Associates Degree or equivalent experience in an administrative role.
• Three years in an administrative assistant function; MS Office, Adobe and ERP system experience required.
• Outstanding communication and multitasking skills handling high volumes of calls and emails.

Responsibilities

• Manage daily incoming calls for construction and controls divisions.
• Issue purchase orders and sub agreements to suppliers and subcontractors.
• Match vendor invoices to POs and submit for approval.
• Process procurement card purchases and maintain records for division cardholders.
• Set up and maintain project, service contracts, and work order files.
• Process customer billings for service and project work weekly and monthly.
• Process weekly payroll and maintain payroll records for divisions.
• Prepare monthly reports and meeting materials; assist with bids.
• Submit T&M project billing; set up warranty and project entries in the system.
• Provide weekly labor reports from COINS; maintain PO setup and COINS data.
• Assist accounting during audits and onboarding of new technicians.
• Prepare standard and ad hoc management reports; perform general office duties.

Skills

Communication

Multitasking

Phone & Email management

Microsoft Office proficiency

Data manipulation

Strong organizational skills

Education

Associates Degree

Equivalent education/experience

Tools

Microsoft Word

Microsoft Excel

Adobe

ERP system

COINS

Job description

We are a full-service mechanical, electrical, HVAC, building automation, and critical power contractor. From medical complexes and educational institutions to office parks and multi-site governmental agencies, we are committed to delivering a variety of clients outstanding service that helps them optimize efficiency and productivity.

Job Summary

EMCOR Services Combustioneer has an immediate opening for an Administrative Assistant in Lanham, Maryland. This position will be responsible for assisting operations and functional leadership in compliance with company policies, procedures and documentation. Administrative Assistant will report directly to the Division Manager.

Essential Duties & Responsibilities

• Manage daily incoming calls for the construction & controls divisions
• Issue purchase orders and sub agreements to suppliers and subcontractors as requested by managers and technicians
• Match vendor invoices to POs and submit for manager’s approval
• Process procurement card purchases and maintain accurate records for division’s cardholders
• Set up and maintain files for projects, service contracts, and work orders
• Process customer billings for service and project work on a weekly and monthly basis
• Process weekly payroll and maintain accurate payroll records for the construction & controls divisions
• Assist with preparing monthly reports and meeting materials
• Assist with customer bids
• Submit T&M projects billing
• Set up Warranty projects in computer system
• Set up Projects in computer system
• Provide Weekly Labor Reports from COINS
• Maintain & set up Purchase Orders (COINS)
• Monthly Jobs Closing listings
• Assist with projects submittal process
• Filing, scanning and copying
• Assist with coordination of safety, compliance, and other training
• Assist accounting department with annual audit requests and other compliance and research projects
• Assist with onboarding new technicians
• Prepare standard and ad hoc reports for management, as required
• Provide administrative support to division’s managers and technicians
• Handle mailing, filing, scanning, and other office duties for the division
• Other duties as assigned

Qualifications

#combust

• Associates Degree, or equivalent combination of education and experience.
• Three (3) years in an administrative assistant’s function; Microsoft Office, Adobe and ERP system experience required.
• Outstanding communication and multitasking skills as well as handling high number of phone calls and emails from both external customers and internal stakeholders required.
• Demonstrated proficiency with Microsoft Word and Excel
• Experience with mean pivot tables, charts, data manipulation, light data modeling and formulas preferred
• Previous experience with Industry Trade Services / Construction or similar industry desired.
• AIA Contract Document familiarity a plus
• Strong written and verbal communication, self-motivated and interpersonal skills.
• Must have extreme attention to detail, experience handling sensitive and confidential data, superior organizational skills and multitasking ability to meet overlapping deadlines.
• Highly motivated with ability to adjust to changing priorities in a fast-paced environment.
• Must have professional and welcoming attitude and experience managing a processional office.
• Experience in an Electrical Services / Construction environment is preferred.

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

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