Administrative Assistant - Alarm Suppression

About Us:

S.A. Comunale has been a local industry leader for endtoend mechanical fire protection and HVAC services for nearly 100 years.

We offer our clients significant financial strength unmatched bonding capability an awardwinning safety program and largescale purchasing power.

With 12 locations and over950 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 Assistant Alarm & Suppression

The primary function of this role is to assist the Alarm and Suppression department with financial billings. The Company goal is to continuously grow the revenues of the alarm and suppression department while maintaining profits satisfying customers requirements and staying compliant with required guidelines. This position requires attention to detail high accuracy and a close working relationship with the Service Managers.

This job requires the ability and desire to work in a fastpaced multitasked environment with a focus towards customer service and support quality work performance and administration.

Essential Duties / Responsibilities:

Include the following. Other duties may be assigned.

• Prepare various contract documents.
• Participate in MonthEnd Closing processes.
• Compile expense reports.
• Prints and distributes documents paperwork and checkedin invoices from vendors and branches to account representatives.
• Gathers required records to compile all information needed for billing.
• Update costumer system inventory in the CRM program for completed billings.
• Enter customer invoices on costumer websites and computes the amount due for customer accounts.
• Process and scan billings for approved invoices.
• Prepares invoices listing items sold work completed amounts due credit terms and dates of completion.
• Review vendor statements and investigate older items.
• Ensures that all billing and accounting deadlines are met and communicates exceptions as necessary.
• Produces various billing reports summarizing and analyzing them as necessary.
• Assists with the creation of billing summaries for customers without website billing.
• Submit vendor invoices to Accounts Payable for payment
• Prepares credit memorandums to indicate returned or incorrectly billed product or services.
• Posts transactions to accounting records.
• Works with account representatives as needed to prepare and correct invoices.

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.
• 3 years experience in an administrative/billing role is required.
• Accounting experience is a plus.
• Strong customer service skills and the ability and willingness to learn new systems and processes is required.

Computer Skills:

• Experience with Microsoft Office (i.e. Word Excel PowerPoint) applications is required.

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.

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