Administrative Assistant - Inspection & Service Support

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

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