Administrative Assistant - A&D

DescriptionAbout Us: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 12 locations and over 950 employees, including 600 skilled tradesmen throughout Ohio, Pennsylvania, New Jersey, Maryland, and West Virginia, S.A. Comunale can work in virtually every market sector and facility type.Job Title: Administrative AssistantProvide administrative support to the assigned branch office. Duties include general purchasing, inventory, and accounting responsibilities and project-based work. Project a professional company image through in-person and phone interaction.ESSENTIAL DUTIES AND RESPONSIBILITIESInclude the following. Other duties may be assigned.

Responsible for accounts receivable, including tracking past due accounts for Alarm and Detection Department.

Maintain all records in Falcon, including open tickets, creating new sites, and printing off monthly work orders for all alarm technicians.

Distribute and track national accounts for alarm and detection.

Take incoming service calls and distribute to alarm technicians.

Responsible for billing and accruals for the Alarm & Detection Department.

Prepare quotes.

Assist Alarm & Detection Manager with scheduling manpower for the alarm technicians

Attend weekly alarm and detection meetings and take notes.

Maintain records of licensing and certifications for assigned personnel for the Alarm and Detection Department.

Assist in any issues or corrections needed by the Corporate Branch for the Alarm & Detection Department.

Handle customer requests for Alarm & Detection Department.

Update daily google calendar for fire alarm technicians.

Submit and code credit card receipts and statements for the Alarm & Detection Department.

Process subcontracts and new monitoring contracts for the Alarm & Detection Department.

Review daily monitoring accounts and update account information as needed.

Coordinate manpower with Corporate Service Department and/or other branch offices as needed.

Contact fitters by telephone to make sure they get to the appropriate job as directed by the Branch Manager.

Ensure compliance with Corporate Safety Department, including collection of Tool Box Talks.

Perform basic accounting functions such as billing, accounts receivable, and accounts payable.

Create and maintain office records, work tickets and accrual work sheets for invoices.

Schedule all inspections as well as occasionally attend on site working pressure hydro, rough, and final inspections.

Fulfill daily needs of fitters, including test papers, work tickets, envelopes, markers, etc.

Responsible for customer interface between project managers and field operations.

Schedule hydrostatic, dry trip tests, and fire pump tests.

Obtain paperwork from the field and distribute to appropriate departments for processing, including work tickets, test papers, expense receipts, payroll information, packing lists, and signed off punch lists.

Obtain expense report information from field, including receipts and submit expense reports to Accounts Payable for processing.

Answer phone calls and respond or distribute accordingly.

Track labor reporting for completed jobs.

Help Project Managers and Branch Manager schedule and coordinate subcontractor work on projects.

Qualifications:To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Education / Work Experience:

High School Diploma or GED is required.

5+ years of previous administrative experience is required.

Experience in the construction industry is a plus.

Computer Skills:

Computer Skills: Significant experience with Microsoft Office applications (e.g., Word, Excel, PowerPoint).

We offer our employees a competitive salary and comprehensive benefits package and are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled.Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here (https://recruiting.ultipro.com/EMC1002EMCGI/JobBoard/cc563430-39f7-4c82-bdfe-62f295bd857a/?q=&o=postedDateDesc&w=&wc=&we=&wpst=) . Please check our available positions to confirm that a post or email is genuine.EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR’s normal application process – it is probably fraudulent.QualificationsEducationRequired

High School or better

Preferred

Technical/other training or better

ExperienceRequired

5 years: Administrative experience.

Preferred

Basic accounting experience with A/P, A/R & Billing a plus.

Previous experience in the construction industry.