Apply on Employer Site

EMCOR Group, Inc. · 1 week ago

Administrative Assistant - HVAC Service Valleyview

Onsite

Full-time

Onsite

Mid Level

3+ years exp

S.A. Comunale is a local industry leader for end-to-end mechanical, fire protection, and HVAC services. The Administrative Assistant will assist the HVAC department with financial billings, manage day-to-day paperwork, and provide administrative support to the Service Manager.

ConstructionHardware

Responsibilities

Prepare, organize and store information in paper and digital form

Prepare various contract documents and complete project closeout documentation

Dispatch Service Technicians

Maintain all records in Falcon, including open tickets, creating new sites, and printing off monthly work orders

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

Prepare and send weekly payroll report information

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

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

Qualification

Administrative experienceBilling knowledgeMicrosoft OfficeCustomer service skillsWillingness to learnConstruction industry experienceAttention to detailCommunication skills