Administrative Assistant – Inspection/Service

S. A. Comunale Co.•Arbutus, MD

13d•Onsite

About The Position

S.A. Comunale is seeking an Administrative Assistant - Inspection/Service to provide administrative support to the Maryland Branch. This role will encompass general clerical, purchasing, inventory, and accounting responsibilities, along with project-based work. The ideal candidate will project a professional company image through in-person and phone interactions. Other duties may be assigned by the Branch Manager.

Requirements

High School Diploma or GED is required.
Knowledge of general office machines and telephone systems is required.
Ability to think strategically, make sound decisions, and produce accurate and timely results is required.

Nice To Haves

3+ years of administrative experience is a plus.

Responsibilities

Take incoming service/inspections calls and distribute to Service/Inspections Coordinator/Manager.
Responsible for billings and accruals for Inspections and Service.
Verification of incoming billing, i.e.; time and material sheets checked for accuracy in dates, materials and time(s) posted against accurate project.
Assist in the distribution of inspections and service work to subcontractors.
Assist in AHJ reporting, as required.
Responsible for mailing, faxing, photocopying, answering phones, and filing as needed.
Assist Inspections/Service Coordinator with scheduling manpower for the inspectors, inspector trainees and Service personnel.
Attend bi-weekly inspection/service meetings and take notes.
Run errands as needed.
Assist Inspections/Service Coordinator with the maintenance of licensing and certifications for assigned personnel for the Inspections/Service Department.
Assist Service Manager in any issues or corrections needed by the Corporate Branch for the Service/Inspections Department.
Assist with customer requests for Service/Inspections Department.
Update daily/weekly/monthly task calendar for Inspections/Service Department.
Submit and code Credit card receipts and statements for the Service/Inspections Department.
Assist in processing of contracts/subcontracts and new fire alarm/extinguishers/monitoring contracts for the Inspections/Service Department.
Future integration of fire alarm and fire extinguishers to require reporting/orders, etc.
Review daily Service/Inspection accounts and assist Inspections/Service Coordinator with account updates as needed, i.e.; Address/Payment/Credit Information, etc.