Administrative Assistant

Comfort Systems USA; Longwood (FL); Hybrid; USD 38,000 - 52,000; Full time

Job summary

Amteck is seeking an Administrative Assistant to support the Florence, KY office and on-site construction activities. The role focuses on payroll entry, data accuracy for job cost, and coordinating safety training for new employees.

The position rotates between the Intel site and the office, handling reception duties and maintaining calls and Teams communication. Strong computer, organizational, and customer service skills are essential.

Qualifications

• Handle payroll entry and ensure accurate production data for job cost and work packages.
• Support site and office administration, updating spreadsheets, scanning forms, and maintaining project folders.
• Greet guests, manage the phone/Teams line, and coordinate onboarding and HR communications.

Responsibilities

• Assist Superintendent in directing new employees to site orientation and maintain documentation.
• Maintain WWID’s on Intel site and schedule training for incoming employees.
• Responsible for time entry for employees on the job site including weekly timesheets and attendance verification.
• Complete payroll reports per pay period and upload to Box.
• Assist site with HR communications regarding new hires and terminations.
• Perform general administrative duties as needed.

Skills

Payroll entry

Data entry

Time tracking

Office administration

Customer service

Communication skills

Organizational skills

Reception duties

Relationship building

Tools

Coins timekeeping system

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