Administrative Assistant - Inspections

EMCOR Group; Barberton, Northern (OH, KY); Hybrid; USD 38,000 - 54,000; Full time

Job summary

S.A. Comunale is seeking an Administrative Assistant to support the Inspections department. This role handles clerical tasks, purchasing, inventory, and accounting responsibilities, along with project-based work.

You will present a professional company image in person and by phone as directed by leadership. Responsibilities include scheduling for training, coordinating travel, processing licensing, NICET certification support, and aiding billing and reporting to inspectors and clients.

Qualifications

• 3+ years of administrative experience required.
• High School Diploma or GED required.
• Construction industry experience is a plus.

Responsibilities

• Coordinate training for Inspector Trainees and track progress.
• Schedule online exams for Inspectors and Inspector Trainees.
• Arrange hotels and travel for classes, trainings, and meetings.
• Submit licensing information for required cities, counties and states.
• Submit information for Inspector NICET certification and track CE credits.
• Email reports to Inspectors and customers; assist billing and record keeping.

Skills

Administrative experience

Excellent communication

Microsoft Office

Education

High School Diploma or GED

Tools

Microsoft Excel

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.

Job Summary

S.A. Comunale is seeking and Administrative Assistant to suppoer the Inspections department. Provide administrative support to the Service & Inspection department. 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 Vice President of Service and Inspection as well as the Regional Inspections Manager.

Essential Duties & Responsibilities

Include the following. Other duties may be assigned.

• Schedule, assign and track progress for training courses for Inspector Trainees.
• Schedule, assign and track online exams for Inspectors and Inspector Trainees.
• Make hotel and travel arrangements for classes, training and meetings for Inspectors and Inspector Trainees.
• Submit inspector information for required licensing in all required cities, counties and states.
• Submit information for Inspector NICET certification.
• Track Continuing Education Credits for Inspector NICET certifications.
• Backup for Norton Inspection Administrative Assistant for customer and inspector calls.
• Email reports to Inspectors and customers as required.
• Pull completed tickets and sort for billing.
• File reports compliance engine and other portals.
• File backflows to AHJ’s.
• Price out work tickets, note ticket closing remarks and close.
• Email / mail invoices to customers.
• Bill quarterly, monthly and annual billing on accounts.
• Create new and re-assign tickets.
• Close tickets non billable for various reasons.
• Set up new clients and sites and enter new tickets per MJS or customer call-ins.
• Update customer accounts per customer’s request.
• Update customer frequencies into CRM.
• Create PO’s.
• Email reports to local Fire Inspectors.
• Distribute customer PO’s when received.
• Attend all necessary meetings.

Qualifications

• High School Diploma or GED is required.
• 3+ years of administrative experience is required.
• Construction industry experience is a plus.
• Proven knowledge of Microsoft Office Software (i.e. Word, Access, and particularly Excel) is required.
• Knowledge of general office machines and telephone systems is required.

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

Affirmative Action Policy

Please review our Affttive Action Policy.