Administrative Assistant - Inspection & Service Coordination

S.A. Comunale Co., Inc.; Arbutus (MD); On-site; USD 36,000 - 48,000; Full time

Job summary

S.A. Comunale is seeking an Administrative Assistant - Inspection/Service to provide administrative support to the Maryland Branch. Duties include clerical, purchasing, inventory, and accounting responsibilities and project-based work.

Project a professional company image through in-person and phone interaction. The role requires handling calls, billings, scheduling, licensing maintenance, and coordination with inspectors/ service personnel.

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

3+ years administrative experience

Office machinery & telephone systems

Education

High School Diploma or GED

Job description

S.A. Comunale is seeking an Administrative Assistant - Inspection/Service to provide administrative support to the Maryland Branch. Duties include clerical, purchasing, inventory, and accounting responsibilities and project-based work.

Project a professional company image through in-person and phone interaction. The role requires handling calls, billings, scheduling, licensing maintenance, and coordination with inspectors/ service personnel.