Administrative Assistant - HVAC Service

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 Kentucky New Jersey Maryland and West Virginia S.A. Comunale can work in virtually every market sector and facility type.

Job Title: Administrative Assistant

The primary function of this role is to assist the HVAC department with financial billings and day-to-day flow of paperwork answering phones and dispatching of service calls as necessary. The Company goal is to continuously grow the revenues of the HVAC department while maintaining profits satisfying customers requirements and staying compliant with required guidelines. Additional duties include general clerical and project-based work as well as administrative support for the Service Manager in the HVAC Department

Essential Duties / Responsibilities:

Include the following. Other duties may be assigned.

• Prepare organize and store information in paper and digital form
• Prepare various contract documents and complete project closeout documentation.
• Assist project managers with job completion including documentation submitting bids scheduling inspections requesting permits etc.
• Produce various billing reports summarizing and analyzing them as necessary such as the S and N tracker job cost reports as well as the OPS report.
• Gathers required records to compile all information needed for project billing. Prepare credit memorandums and change order re-budget sheets to indicate returned or incorrectly billed products or services.
• Ensures that all project billing and accounting deadlines are met and communicates exceptions as necessary.
• Follow up on open receivables for projects.
• Enter & maintain information in FMS to assist with project scheduling.
• Enter Blue Tickets and follow up on all Blue Ticket tools and materials.
• Create and process purchase orders. Submit vendor invoices to A/P for payment.
• Maintain refrigeration usage logs.
• Compile maintain and organize Citizens Bank information including assets & filter lists as well as completion tracking.
• Prepare GPS tracking reports.
• Backup to Service Coordinator to assist with dispatching as necessary.
• Answer incoming phone calls as necessary.
• Work with staff from other departments as needed to resolve issues.
• Additional job duties/responsibilities as assigned by management

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.
• Previous experience in the construction industry is a plus.
• Strong customer service skills and the ability and willingness to learn new systems and processes are required.
• Experience with Microsoft Office (i.e. Word Excel PowerPoint) applications is required.
• The ability to think strategically make sound decisions and produce accurate and timely results is required.
• Building positive working relationships with multiple levels of employees and management is required.
• Demonstrating integrity and professionalism is required.
• Demonstrating commitment to company values is required.
• Excellent organizational skills are required.
• Ability to follow-up on tasks and assignments in a timely manner is required.
• Excellent written and verbal communications skills are required.
• Ability to prioritize in a fast-paced multi-task environment is required.
• Ability to perform basic business mathematical functions is required.
• Ability to work with minimal supervision is required.
• Ability to work effectively in a team environment is required.
• Complying with all operating policies procedures executed Plans and Programs is required.

Computer Skills:

• Proven knowledge of Microsoft Office Software (i.e. Word PowerPoint and particularly Excel) 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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EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar an individual is contacted for services outside of EMCORs normal application process it is probably fraudulent.