Administrative Assistant

Energy Management and Control Services, Inc.•Cranston, RI

1d•Onsite

About The Position

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

Requirements

5 + years experience working in in an office environment.
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

Nice To Haves

Experience with HVAC, electrical, service, construction or a technical company is a plus.

Responsibilities

Setup project folders and 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.
Compare invoices with purchase orders and enter in the accounting system. Verify correct job information and GL account.
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.
Answer the phone, assist callers and direct 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.
Perform general filing and organizational tasks as directed.
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.
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.
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.