Administrative Assistant - DC Branch

Description

SUMMARY

ModernControls is a leading provider of HVAC and building automation services for commercial facilities across Delaware, Pennsylvania, Maryland, New Jersey and Washington, D.C.. With more than 200 employees, and a fleet of 150 service vehicles, our team of experts install, maintain, and design Building Automation and HVAC systems designed to help facility managers control building environments and operating costs. We are actively seeking an Administrative Assistant to join our growing company to support our Washington, DC Branch. As as Administrative Assistant, you will be responsible for greeting clients and visitors to the DC Branch office and acts as initial point of contact on behalf of the Company. The Administrative Assistant monitors the reception area during office hours and is a full-time, in-office position.

Essential Duties & Functions

Administrative Support

• Assist with scheduling, coordinating, and tracking service work orders.
• Maintain customer files, contracts, and project documentation.
• Support office operations, including handling phone calls, emails, and office supplies.
• Coordinate with technicians and managers for proper paperwork submission.
• Answer phone lines, forward call to appropriate person or prepare message and or connect to voicemail in a manner consistent with Company policy.
• Check office supply closet and front desk - including toner and supplies for office machines. Compile and transmit weekly supply order.
• Maintain office machines including postage machine, copy machine, printers daily. Communicate with vendors regarding phone and office equipment maintenance and problems.
• Responsible for maintaining the appearance of kitchen and reception area (open/close blinds, chairs pushed in, tables clean, etc.).
  
  

Billing & Invoicing

• Process, review, and send invoices for service, maintenance contracts, and projects.
• Verify work order completion, ensuring proper documentation before invoicing.
• Follow up on any discrepancies in billing, including incorrect pricing, missing approvals, or incomplete job details.
• Maintain billing records and update customer accounts in the accounting system.
• Prepare and submit invoices through customer portals (as needed).
  
  

Accounts Receivable & Collections

• Monitor and track outstanding invoices, sending reminders as needed.
• Communicate with customers regarding past-due accounts, escalating issues when necessary.
• Work with project managers and service coordinators to resolve any billing disputes.
  
  

Vendor & Subcontractor Coordination

• Process purchase orders and match invoices for approval.
• Assist in managing vendor and subcontractor invoices, ensuring timely payments.
• Maintain vendor files and W-9 documentation.
  
  

Compliance & Reporting

• Assist with permit applications and compliance documentation for job sites.
• Ensure proper insurance certificates and contract documentation are up to date.
• Generate weekly reports on billing, outstanding AR, and financial metrics.
  
  

Customer Service & Support

• Act as the point of contact for customer billing inquiries.
• Provide updates on invoice status and contract renewals.
• Support the sales and service teams with administrative needs.
  
  

Additional Responsibilities (As Needed)

• Assist in onboarding new employees (paperwork, system access, etc.).
• Support marketing efforts (sending customer emails, maintaining CRM data).
• Help coordinate company events or technician appreciation initiatives.
  
  

Requirements

• Must possess a proactive & welcoming demeanor, a well-groomed & professional appearance, and exemplary phone etiquette and interpersonal skills in person, in writing, and over the telephone.
• Needs to understand the importance of customer care and above all, putting the customer first; ability to interact with clients, vendors and all levels of office personnel with a high degree of helpfulness and responsiveness.
• Presents a positive ‘can do’ approach to all tasks, using impeccable discretion and sound judgment when handling unexpected situations or private information.
• Hardworking, with on-time attendance; good attention to detail, quickly adapting to changes, and ability to multi-task and work equally effectively on a team and independently.
• Commitment to continuous improvement regarding processes and procedures as well as self-development.
• Clear and accurate verbal and written communication, spelling and grammar skills, and ability to accurately comprehend instructions.
• Strong attention to detail and organizational skills
• Working knowledge of and the ability to create and edit documents in the Microsoft Platforms.
• Efficient in Word, Excell, Power point
• Ability to learn Company technology and independently apply that knowledge to tasks as assigned.
• Self-starter and motivated.
• Ability to type at least 50 wpm.
  
  

Equipment To Be Used

Personal computer and other office equipment such as telephone, calculator, fax, machine, copier, scanner and microsoft platforms.

Typical Physical Demands

Manual dexterity sufficient to operate standard office equipment.

Typical Mental Demands

Able to deal with stress associated with fast-paced work environment. Multiple priorities/tasks. Make judgment decisions and adapt to changing work situations. Grasp and apply new ideas. Communicate with various personalities at all levels.

Working Conditions: Works in typical office setting. Occasionally called upon to work hours in excess of your normal daily schedule.