On-site Office & Project Coordinator - Fire Protection

EMCOR Group, Inc.; Richmond, Northern (VA, KY); Hybrid; USD 50,000 - 65,000; Full time

Benefits offered by this job

Competitive salary

Paid Holidays (8)

PTO

401k with employer contribution

Health, dental, and vision insurance

Employer paid life insurance

Paid Long-term and Short-term Disable

Tuition assistance

Job summary

eTEC Fire Protection is seeking a full-time, on-site Office Manager/Assistant Project Manager to join our team. This role supports administrative, financial, and project management tasks, including job setup, billing, lien waiver administration, and project documentation. The ideal candidate is highly organized and able to manage multiple priorities.

eTEC Fire Protection is a wholly owned subsidiary of EMCOR Group, Inc. Pay range is $50,000 to $65,000 per year.

Qualifications

• High school diploma or equivalent.
• 2+ years of office management or construction administration experience.
• Strong proficiency in Microsoft Office (Excel, Word, Outlook).
• Excellent organizational and multitasking skills.
• Strong written and verbal communication abilities. Ability to prioritize work and meet deadlines.
• Previous construction industry experience, including familiarity with AIA billing and lien waiver processes, is preferred.
• Knowledge of project management software such as Procore, Textura, GCPay, or similar platforms is a plus.

Responsibilities

• Manage daily office operations and administrative functions.
• Answer and direct incoming phone calls while providing a professional and welcoming first impression for customers, vendors, and visitors.
• Oversee office supplies and equipment to ensure the office remains organized, stocked, and fully operational.
• Organize and maintain electronic and physical filing systems.
• Process daily bank deposits, including checks and ACH payments, ensuring timely and accurate recording of all transactions.
• Follow up on outstanding invoices and manage collections to ensure timely payment of customer accounts.
• Set up new projects by creating job files, entering project information into COINS, and ensuring all executed contracts are received and readily accessible.
• Request, review, and maintain Certificate of Insurance (COIs) and bonds for projects.
• Process change orders in COINS and maintain accurate executed records.
• Assist with the preparation and submission of project billings, including AIA progress billings and lien waivers.
• Coordinate with project managers, customers, subcontractors, and vendors to facilitate the timely processing of contracts, billing, lien waivers, change orders, and project correspondence.
• Maintain accurate project files and document control systems to ensure compliance for audits.
• Support management with special projects and other administrative duties as assigned.

Skills

Office administration

Communication

Multitasking

Organization

Education

High school diploma or equivalent

Tools

Microsoft Office

Procore

Textura

GCPay

Job description

eTEC Fire Protection is seeking a full-time, on-site Office Manager/Assistant Project Manager to join our team. This role supports administrative, financial, and project management tasks, including job setup, billing, lien waiver administration, and project documentation. The ideal candidate is highly organized and able to manage multiple priorities.

eTEC Fire Protection is a wholly owned subsidiary of EMCOR Group, Inc. Pay range is $50,000 to $65,000 per year.