Administrative Assistant

We are a full-service mechanical electrical HVAC building automation and critical power contractor. From medical complexes and educational institutions to office parks and multi-site governmental agencies we are committed to delivering a variety of clients outstanding service that helps them optimize efficiency and productivity.

EMCOR Services Combustioneer has an immediate opening for an Administrative Assistant in Lanham Maryland. This position will be responsible for assisting operations and functional leadership in compliance with company policies procedures and documentation. Administrative Assistant will report directly to the Division Manager.

• Manage daily incoming calls for the construction & controls divisions
• Issue purchase orders and sub agreements to suppliers and subcontractors as requested by managers and technicians
• Match vendor invoices to POs and submit for managers approval
• Process procurement card purchases and maintain accurate records for divisions cardholders
• Set up and maintain files for projects service contracts and work orders
• Process customer billings for service and project work on a weekly and monthly basis
• Process weekly payroll and maintain accurate payroll records for the construction & controls divisions
• Assist with preparing monthly reports and meeting materials
• Assist with customer bids

• Submit T&M projects billing
• Set up Warranty projects in computer system
• Set up Projects in computer system

• Provide Weekly Labor Reports from COINS

• Maintain & set up Purchase Orders (COINS)

• Monthly Jobs Closing listings
• Assist with projects submittal process

• Filing scanning and copying

• Assist with coordination of safety compliance and other training
• Assist accounting department with annual audit requests and other compliance and research projects
• Assist with onboarding new technicians
• Prepare standard and ad hoc reports for management as required
• Provide administrative support to divisions managers and technicians
• Handle mailing filing scanning and other office duties for the division
• Other duties as assigned

#combust

• Associates Degree or equivalent combination of education and experience.
• Three (3) years in an administrative assistants function; Microsoft Office Adobe and ERP system experience required.
• Outstanding communication and multitasking skills as well as handling high number of phone calls and emails from both external customers and internal stakeholders required.
• Demonstrated proficiency with Microsoft Word and Excel
• Experience with mean pivot tables charts data manipulation light data modeling and formulas preferred
• Previous experience with Industry Trade Services / Construction or similar industry desired.

• AIA Contract Document familiarity a plus

• Strong written and verbal communication self-motivated and interpersonal skills.
• Must have extreme attention to detail experience handling sensitive and confidential data superior organizational skills and multitasking ability to meet overlapping deadlines.
• Highly motivated with ability to adjust to changing priorities in a fast-paced environment.
• Must have professional and welcoming attitude and experience managing a processional office.
• Experience in an Electrical Services / Construction environment is preferred.

Please review our Affirmative Action Policy.