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 12 locations and over 950 employees, including 600 skilled tradesmen throughout Ohio, Pennsylvania, New Jersey, 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 Inspection department. 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 Inspection Operations Manager.

Essential Duties / Responsibilities:

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.

Essential Duties / Responsibilities:

Include the following. Other duties may be assigned.

• Create/price/close inspection work tickets.
• Inventory material transfers.
• Set up new clients/ sites/ inspections.
• Scan back up documents into CRM.
• Field phone calls – customers & inspectors.
• Research existing accounts and documentation.
• Backup for Norton Inspection Administrative Assistant for customer and inspector calls.
• Email reports to Inspectors and customers as required.
• Pull completed tickets and sort for billing.
• File reports compliance engine and other portals.
• File backflows to AHJ’s.
• Price out work tickets, note ticket closing remarks and close.
• Email / mail invoices to customers.
• Bill quarterly, monthly and annual billing on accounts.
• Create new and re-assign tickets.
• Close tickets non billable for various reasons.
• Set up new clients and sites and enter new tickets per MJS or customer call-ins.
• Update customer accounts per customer’s request.
• Update customer frequencies into CRM.
• Create PO’s.
• Email reports to local Fire Inspectors.
• Distribute customer PO’s when received.
• Attend all necessary meetings.
• Attending meetings and taking minute notes to distribute to department when needed.
• Updating and maintaining several spreadsheets.

Education / Work Experience:

• High School Diploma or GED is required.
• 3 years of administrative experience is required.
• Construction industry 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.

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.

Experience

• 3 year(s): Administrative experience.

• Previous experience in the construction industry.

Education

• High School or better

• Technical/other training or better

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.