Administrative Assistant- Inspections & A&D

EMCOR Facilities Services, Inc.; Fremont (OH); On-site; USD 36,000 - 48,000; Full time

Job summary

S.A. Comunale is seeking an Administrative Assistant - Inspections & A&D to provide essential clerical support at the Fremont Branch. Responsibilities include accounts receivable tracking, payroll processing, billing, scheduling, and maintaining records in Falcon and Work Oasis.

You will assist inspectors and alarm technicians, answer phones, prepare quotes, and handle purchasing and license documentation. A High School diploma and 3+ years of administrative experience are required; light

Qualifications

• High School Diploma or GED is required.
• 3+ years’ administrative experience is required.
• Light accounting experience is required.
• Dispatching experience in a service environment is a plus.

Responsibilities

• Accounts receivable tracking for Alarm & Detection and Inspections.
• Maintain records in Falcon, open tickets, and print monthly work orders.
• Handle incoming service calls and dispatch technicians.
• Billing and accruals processing.
• Process payroll for alarm technicians and inspectors.
• Prepare quotes.
• Answer phones, mail, fax, and file as needed.
• Assist scheduling manpower for alarm technicians and inspectors.
• Attend meetings and take notes.
• Order materials and equipment for office and field personnel.
• Sign checks and manage permits when needed.
• Process all billing for HNB via Work Oasis.
• Maintain licensing and certifications records.
• Assist Corporate Office with issues or corrections.

Skills

Admin experience

Scheduling

Billing coordination

Light accounting

Education

High School Diploma or GED

Tools

Falcon

Work Oasis

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

Job Title: Administrative Assistant- Inspections & A&D

S.A. Comunale is seeking an Administrative Assistant - Inspections & A&D.Primary function of this position is to provide administrative support to the Fremont 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.

Essential Duties & Responsibilities

Include the following. Other duties may be assigned.

• Responsible for accounts receivable, including tracking past due accounts for Alarm & Detection and Inspections Departments.
• Maintain all records in Falcon, including opening tickets, creating new sites, and printing off monthly work orders for all inspectors and alarm technicians.
• Take incoming service calls and distribute alarm technicians and inspectors.
• Responsible for billing and accruals.
• Process payroll for alarm technicians and inspectors, including obtaining employee time information, submitting time information to the Payroll Department, and checking the edit listing before the check run.
• Prepare quotes.
• Responsible for mailing, faxing, photocopying, answering phones, and filing as needed.
• Assist Service Manager with scheduling manpower for the alarm technicians and inspectors.
• Attend weekly meetings and take notes.
• Drop off bids and run errands as needed.
• Order material and equipment for office and field personnel as needed.
• Sign checks from office checkbook.
• Pick up permits or drop off when needed.
• Process all billing for HNB through Work Oasis.
• Maintain records of licensing and certifications for assigned personnel.
• Assist in any issues or corrections needed by the Corporate Office.
• Handle customer requests for Inspections and Alarm & Detection.
• Send monthly CIP reports.
• Update daily google calendar for fire alarm technicians and inspectors.
• Submit and code Credit card receipts and statements for personnel.
• Process subcontracts and new monitoring contracts for the Alarm & Detection and Inspections Departments.
• Review daily monitoring accounts and update account information as needed

Qualifications

• High School Diploma or GED is required.
• 3+ years’ administrative experience is required.
• Previous experience in the construction industry is a plus.
• Light accounting experience is required.
• Dispatching experience in a service environment is a plus.

#comunale

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 Affintive Action Policy.