Administrative Assistant – Inspection/Service

S. A. Comunale Co., Inc.; Arbutus (MD); On-site; USD 42,000 - 54,000; Full time

Job summary

S.A. Comunale is seeking an Administrative Assistant - Inspection/Service to provide essential support to the Maryland Branch.

The role covers clerical work, purchasing, inventory, and accounting tasks, and involves project-based duties to project a professional company image in person and over the phone. Responsibilities include handling calls, billing, coordinating inspections, AHJ reporting, scheduling personnel, maintaining licenses, assist with contracts, and calendar management to ensure

Qualifications

• High School Diploma or GED is required.
• 3+ years of administrative experience is a plus.
• Knowledge of general office machines and telephone systems is required.
• Ability to think strategically, make sound decisions, and produce accurate and timely results is required.

Responsibilities

• Take incoming service/inspections calls and distribute to Service/Inspections Coordinator/Manager.
• Responsible for billings and accruals for Inspections and Service.
• Verification of incoming billing, i.e.; time and material sheets checked for accuracy in dates, materials and time(s) posted against accurate project.
• Assist in the distribution of inspections and service work to subcontractors.
• Assist in AHJ reporting, as required.
• Responsible for mailing, faxing, photocopying, answering phones, and filing as needed.
• Assist Inspections/Service Coordinator with scheduling manpower for the inspectors, inspector trainees and Service personnel.
• Attend bi-weekly inspection/service meetings and take notes.
• Run errands as needed.
• Assist Inspections/Service Coordinator with the maintenance of licensing and certifications for assigned personnel for the Inspections/Service Department.
• Assist Service Manager in any issues or corrections needed by the Corporate Branch for the Service/Inspections Department.
• Assist with customer requests for Service/Inspections Department.
• Update daily/weekly/monthly task calendar for Inspections/Service Department.
• Submit and code Credit card receipts and statements for the Service/Inspections Department.
• Assist in processing of contracts/subcontracts and new fire alarm/extinguishers/monitoring contracts for the Inspections/Service Department.
• Future integration of fire alarm and fire extinguishers to require reporting/orders, etc.
• Review daily Service/Inspection accounts and assist Inspections/Service Coordinator with account updates as needed, i.e.; Address/Payment/Credit Information, etc.

Skills

Office administration

Telephone systems

Strategic thinking

Accuracy and timeliness

Education

High School Diploma or GED

Job description

About Us

We provide industry-leading, end-to-end fire protection, mechanical, and HVAC services. Our skilled tradespeople work in virtually every market across the nation.

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 Ohio, Pennsylvania, New Jersey, Kentucky, Maryland, and West Virginia, S.A. Comunale can work in virtually every market sector and facility type.

https://comunale.com/application/files/5717/5459/5043/Sprinkler_Highlight_Vide_LoRes.mp4

Job Summary

Job Title: Administrative Assistant – Inspection/Service

S.A. Comunale is seeking an Administrative Assistant - Inspection/Service. This role will provide administrative support to the Maryland Branch. Duties include general clerical, purchasing, inventory, and accounting responsibilities and project-based work. Project a professional company image through in-person and phone interaction. Other duties may be required as assigned by the Branch Manager.

Essential Duties & Responsibilities

Include the following. Other duties may be assigned.

• Take incoming service/inspections calls and distribute to Service/Inspections Coordinator/Manager.
• Responsible for billings and accruals for Inspections and Service.
• Verification of incoming billing, i.e.; time and material sheets checked for accuracy in dates, materials and time(s) posted against accurate project.
• Assist in the distribution of inspections and service work to subcontractors.
• Assist in AHJ reporting, as required.
• Responsible for mailing, faxing, photocopying, answering phones, and filing as needed.
• Assist Inspections/Service Coordinator with scheduling manpower for the inspectors, inspector trainees and Service personnel.
• Attend bi-weekly inspection/service meetings and take notes.
• Run errands as needed.
• Assist Inspections/Service Coordinator with the maintenance of licensing and certifications for assigned personnel for the Inspections/Service Department.
• Assist Service Manager in any issues or corrections needed by the Corporate Branch for the Service/Inspections Department.
• Assist with customer requests for Service/Inspections Department.
• Update daily/weekly/monthly task calendar for Inspections/Service Department.
• Submit and code Credit card receipts and statements for the Service/Inspections Department.
• Assist in processing of contracts/subcontracts and new fire alarm/extinguishers/monitoring contracts for the Inspections/Service Department.
• Future integration of fire alarm and fire extinguishers to require reporting/orders, etc.
• Review daily Service/Inspection accounts and assist Inspections/Service Coordinator with account updates as needed, i.e.; Address/Payment/Credit Information, etc.

Qualifications

• High School Diploma or GED is required.
• 3+ years of administrative experience is a plus.
• Knowledge of general office machines and telephone systems is required.
• Ability to think strategically, make sound decisions, and produce accurate and timely results is required.

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