Administrative Assistant - Inspection

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 - Inspection

Provide administrative support to the Columbus 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 Regional Inspections Manager.

Essential Duties / Responsibilities:

Include the following. Other duties may be assigned.

• Responsible for accounts receivable including tracking past due accounts.
• Maintain all records in Falcon including opening tickets creating new sites and printing off monthly work orders for all inspectors.
• Take incoming service/inspections calls and distribute to inspectors.
• Order material and equipment for inspectors.
• Responsible for billing and accruals for inspections.
• Process payroll for inspectors including obtaining employee time information submitting time information to the Payroll department and checking the edit listing before the check run.
• Distribute inspections and service work to subcontractors.
• Prepare quotes.
• Responsible for mailing faxing photocopying answering phones and filing as needed.
• Assist Service Manager with scheduling manpower for the inspectors and inspector trainees.
• Attend bi-weekly inspection meetings and take notes.
• Drop off bids and run errands as needed.
• Sign checks from office checkbook.
• Pick up permits or drop off when needed for Service Department.
• Process all billing for HNB through Work Oasis Columbus office.
• Maintain records of licensing and certifications for assigned personnel for the Service Department.
• Assist in any issues or corrections needed by the Corporate Branch for the Service Department.
• Handle customer requests for Service Department.
• Update daily google calendar for inspectors and inspector trainees.
• Submit and code Credit card receipts and statements for the Service Department.
• Process subcontracts and new monitoring contracts for the Service Department.
• Review daily monitoring accounts and update account information 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.
• Construction industry experience is a plus.
• Light accounting experience 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.

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