Administrative Assistant- Inspections & A&D

S.A. Comunale Co., Inc.; Fremont (OH); On-site; USD 35,000 - 50,000; Full time

Job summary

S.A. Comunale Co., Inc. is seeking an Administrative Assistant - Inspections & A&D to provide comprehensive administrative support for the Fremont Branch.

The role includes clerical work, purchasing, inventory management, and accounting tasks to help maintain a professional office environment and efficient field operations. Primary duties include handling accounts receivable, payroll processing, and coordinating scheduling for alarm technicians and inspectors, with focus on accuracy, timeliness,

Qualifications

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

Responsibilities

• Handle accounts receivable and track past due accounts.
• Maintain records in Falcon, open tickets, and print monthly work orders.
• Take incoming service calls and distribute technicians and inspectors.
• Assist Service Manager with scheduling manpower for alarms and inspectors.
• Process payroll and run payroll-related reports.
• Prepare quotes and handle general clerical duties.
• Sign checks and manage office vendor needs.
• Manage billing for HNB and monitor subcontracting activities.

Skills

Administrative experience

Billing & payroll processing

Scheduling

Customer service

Education

High School Diploma or GED

Tools

Falcon

Job description

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

• 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.

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 Affirmative Action Policy .