Administrative Assistant

About 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 16 locations and over 1450 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 Title: Administrative Assistant

Provide administrative support to the Carolina 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. Other duties may be required as assigned by the Branch Manager.

Essential Duties / Responsibilities:

Include the following. Other duties may be assigned.

• Perform general clerical duties to include but not limited to: photocopying faxing mailing filing and scheduling appointments.
• Create and maintain various office records such as work tickets and accrual work sheets for invoices.
• Perform basic accounting functions such as billing accounts receivable accounts payable maintain branch checkbook and petty cash.
• Prepare various monthly reports as required such as the branch checkbook log the petty cash book log Company credit card receipts and inspection reports to fire officials.
• Assist with the scheduling of branch manpower.
• Serve as the backup for accruals for the service and inspection departments.
• Track all permits for service jobs including preparing them for submittal to the appropriate city.
• Acquire city specific information to be entered to perform service and inspections.
• Order and monitor inventory of office supplies and material/equipment for field personnel.
• Process and create purchase orders.
• Perform all AIA billings for the branch.
• Create update and distribute various reports including the operations report manpower report and backflow report.
• Prepare and send weekly payroll report information.
• Collaborate with the corporate office Safety Department on Tool Box Talks for all field employees track and collect all needed information to hand over.
• Responsible for CIP and WIP processes.
• Assist with the design notes in the Monday morning meeting.
• Assist with keeping the design head count sheets up to date.
• Ensure all blueprints get to the appropriate employee in a timely manner.
• Assist with the various meeting notes as needed.
• Assist in tracking and ensure the field head count sheets are turned in on time.
• Assist in following-up with the 1-week look ahead.
• Assist in collecting time from all field personnel.
• Assist with scheduling all meetings.
• Assist Project Managers as needed.

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 of administrative experience is required.
• Previous construction industry experience is a plus.
• Knowledge of general office machines and telephone systems is required.

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.

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