Construction Administrative Assistant - Payroll, Bids & Docs

Combustioneer Corporation; Lanham (MD); On-site; USD 32,000 - 48,000; Full time

Job summary

EMCOR Services Combustioneer is seeking an Administrative Assistant in Lanham, Maryland. The role supports operations and leadership, handling administrative tasks, procurement, payroll, and reporting for the construction and controls divisions.

The position reports to the Division Manager and requires strong communication, meticulous record-keeping, and the ability to manage multiple priorities in a fast-paced environment.

Qualifications

• Associates Degree or equivalent combination of education and experience.
• Three (3) years in an administrative assistant function; Microsoft Office, Adobe and ERP system experience required.
• Outstanding communication and multitasking skills with handling high volume calls and emails.
• Proficiency with Microsoft Word and Excel.
• Experience with pivot tables, charts, data manipulation, light data modeling and formulas preferred.
• Experience in Industry Trade Services / Construction or similar industry desired.

Responsibilities

• Manage daily incoming calls for the construction and controls divisions.
• Issue purchase orders and sub agreements to suppliers and subcontractors as requested by managers and technicians.
• Match vendor invoices to POs and submit for manager’s approval.
• Process procurement card purchases and maintain accurate records for division’s cardholders.
• Set up and maintain files for projects, service contracts, and work orders.
• Process customer billings for service and project work on a weekly and monthly basis.
• Process weekly payroll and maintain payroll records for divisions.
• Assist with preparing monthly reports and meeting materials.
• Assist with customer bids.
• Submit T&M projects billing.
• Set up Warranty projects in system.
• Set up Projects in system.
• Provide Weekly Labor Reports from COINS.
• Maintain and set up Purchase Orders (COINS).
• Monthly Jobs Closing listings.
• Assist with projects submittal process.
• Filing, scanning and copying.
• Assist with coordination of safety, compliance, and other training.
• Assist accounting with annual audit requests and other compliance projects.
• Assist with onboarding new technicians.
• Prepare standard and ad hoc reports for management.
• Provide administrative support to division managers and technicians.
• Handle mailing, filing, scanning, and other office duties.

Skills

Microsoft Office

Adobe

ERP system

Word

Excel

Communication

Multitasking

Data manipulation

Pivot tables

Construction industry experience

Education

Associates Degree

Tools

ERP system

Microsoft Word

Excel

Job description

EMCOR Services Combustioneer is seeking an Administrative Assistant in Lanham, Maryland. The role supports operations and leadership, handling administrative tasks, procurement, payroll, and reporting for the construction and controls divisions.

The position reports to the Division Manager and requires strong communication, meticulous record-keeping, and the ability to manage multiple priorities in a fast-paced environment.