Administrative Assistant

Combustioneer Corporation•Lanham, MD

4d•Onsite

About The Position

We are a full-service mechanical, electrical, HVAC, building automation, and critical power contractor. From medical complexes and educational institutions to office parks and multi-site governmental agencies, we are committed to delivering a variety of clients outstanding service that helps them optimize efficiency and productivity. EMCOR Services Combustioneer has an immediate opening for an Administrative Assistant in Lanham, Maryland. This position will be responsible for assisting operations and functional leadership in compliance with company policies, procedures and documentation. Administrative Assistant will report directly to the Division Manager.

Requirements

Associates Degree, or equivalent combination of education and experience.
Three (3) years in an administrative assistant’s function
Microsoft Office, Adobe and ERP system experience required.
Outstanding communication and multitasking skills as well as handling high number of phone calls and emails from both external customers and internal stakeholders required.
Demonstrated proficiency with Microsoft Word and Excel
Strong written and verbal communication, self-motivated and interpersonal skills.
Must have extreme attention to detail, experience handling sensitive and confidential data, superior organizational skills and multitasking ability to meet overlapping deadlines.
Highly motivated with ability to adjust to changing priorities in a fast-paced environment.
Must have professional and welcoming attitude and experience managing a professional office.

Nice To Haves

Experience with mean pivot tables, charts, data manipulation, light data modeling and formulas preferred
Previous experience with Industry Trade Services / Construction or similar industry desired.
AIA Contract Document familiarity a plus
Experience in an Electrical Services / Construction environment is preferred.

Responsibilities

Manage daily incoming calls for the construction & controls divisions
Issue purchase orders and sub agreements to suppliers and subcontractors as requested by managers and technicians
Match vendor invoices to POs and submit for manager’s approval
Process procurement card purchases and maintain accurate records for division’s cardholders
Set up and maintain files for projects, service contracts, and work orders
Process customer billings for service and project work on a weekly and monthly basis
Process weekly payroll and maintain accurate payroll records for the construction & controls divisions
Assist with preparing monthly reports and meeting materials
Assist with customer bids
Submit T&M projects billing
Set up Warranty projects in computer system
Set up Projects in computer system
Provide Weekly Labor Reports from COINS
Maintain & set up Purchase Orders (COINS)
Monthly Jobs Closing listings
Assist with projects submittal process
Filing, scanning and copying
Assist with coordination of safety, compliance, and other training
Assist accounting department with annual audit requests and other compliance and research projects
Assist with onboarding new technicians
Prepare standard and ad hoc reports for management, as required
Provide administrative support to division’s managers and technicians
Handle mailing, filing, scanning, and other office duties for the division
Other duties as assigned