Administrative Assistant

About Us

We are a full-service building automation system and HVAC controls service contractor. We provide controls system design, programming, installation, repair, service, and maintenance in a variety of markets, including higher education, schools, general office, federal facilities, and laboratories.

Job Summary

The primary function of the Administrative Assistant is to support the day-to-day operation of the company.  This position reports to the Engineering and Installation Manager but also collaborates and takes direction from the Office Manager and the Service Admin Assistant.

Essential Duties & Responsibilities

Project Administration – Construction Support:

• Setup project folders.  Periodically review for completeness.
• Compile progress billing information and documents as directed by the office manager.
• Enter purchase orders in the accounting system, verify for accuracy and correct GL account, under the direction of the Service Admin Assistant.
• Under the direction of the Service Admin Assistant, compare invoices with purchase orders and enter in the accounting system.  Verify correct job information and GL account.

 

General Office Duties and Support

• Order office supplies or anything needed for a smooth-running office.  Run errands to pickup supplies or postage as needed or requested by the Office Manager or other management.
• Assist with ordering any materials for employees, technicians and customers.
• Greet visitors and delivery personnel professionally and assist them as needed.
• Maintain common areas in a clean and neat manner.
• This role is the primary person responsible for answering the phone, assisting callers and directing callers to the appropriate staff member.
• Plan and support office meetings or training classes as it relates to food, beverage, supplies and furniture.  Coordinate with caterers and food delivery workers.
• Keep the office well stocked with lunchroom supplies and general office supplies.
• General filing and organizational tasks as directed.

 

Service Department

• Support the Service Department with general tasks that may include managing and updating the Outlook Calendar for 10-12 technicians, creating service work orders and preparing service billing documents.

Inventory

• Support the office inventory process.  Work with the team to assist during quarterly inventories to document counts and prepare a report in Excel.

Assist the Office Manager with any office projects needed to provide a smooth-running environment.

Participate in work process improvement as it relates to your position.

Backfill and support all other administrative positions.  Participate in and plan for cross training to provide backup for all positions and tasks.

General:

• • Adhere to all Federal, State, OSHA, Customer and Company safety standards and requirements.
  • Provide a quality product – develop the practice of checking and re-checking work to ensure error free.
  • Treat everyone with respect and adhere to all company policies and procedures.
  • Always act as part of the EMC Services team.
  • Act promptly on issues and problems and communicate clearly to supervisor and team members on progress and project status.  Respond to internal and external customer service issues promptly and accurately in a professional manner.
  • Be dependable and reliable with schedules and deadlines.
  • Take initiative to learn and continue personal education.

Qualifications

• 5 + years experience working in in an office environment.
• Experience with HVAC, electrical, service, construction or a technical company is a plus.
• Strong computer literacy, proficiency with the Microsoft programs suite (Excel, Word, Access)
• Ability to work in a fast-paced environment and manage multiple tasks at once
• Ability to communicate with all levels of staff and customers both oral and written
• Strong leadership ability

Work Environment

Conditions include working in office. Must be able to safely access all areas of property.  Must be able to effectively use any required PPE equipment. Potential Jobsite Visits.

Equal Opportunity Employer

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled

Affirmative Action Policy

Please review our Affirmative Action Policy.

Notice to Prospective Employees

Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine. EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR’s normal application process – it is probably fraudulent.