Administrative Assistant - Inspections

We provide industry-leading, end-to-end fire protection, mechanical, and HVAC services. Our skilled tradespeople work in virtually every market across the nation. 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 16 locations and over 1,450 employees, including 850 skilled tradesmen throughout Ohio, Pennsylvania, New Jersey, Kentucky, Maryland, and West Virginia, S.A. Comunale can work in virtually every market sector and facility type. Click the link below to watch a short video about S.A. Comunale. JOB SUMMARY Provide administrative support to the Service & 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 Vice President of Service and Inspection as well as the Regional Inspections Manager. ESSENTIAL DUTIES AND RESPONSIBILITIES Include the following. Other duties may be assigned. Schedule, assign and track progress for training courses for Inspector Trainees. Schedule, assign and track online exams for Inspectors and Inspector Trainees. Make hotel and travel arrangements for classes, training and meetings for Inspectors and Inspector Trainees. Submit inspector information for required licensing in all required cities, counties and states. Submit information for Inspector NICET certification. Track Continuing Education Credits for Inspector NICET certifications. 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. SUPERVISORY RESPONSIBILITIES This position has no supervisory 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. High School Diploma or GED is required. 3+ years of administrative experience is required. Construction industry experience is a plus. Proven knowledge of Microsoft Office Software (i.e. Word, Access, and particularly Excel) is required. Knowledge of general office machines and telephone systems is required. Excellent customer service skills are required. Demonstration of a positive attitude is required. Ability to think strategically, make sound decisions, and produce accurate and timely results is required. Building positive working relationships with multiple levels of employees and management is required. Demonstrating integrity and professionalism is required. Demonstrating commitment to company values is required. Excellent organizational skills are required. Ability to follow-up on tasks and assignments in a timely manner is required. Excellent written and verbal communications skills are required. Ability to prioritize in a fast-paced multi-task environment is required. Ability to perform basic business mathematical functions is required. Ability to work with minimal supervision is required. Ability to work effectively in a team environment is required. Complying with all operating policies, procedures, executed Plans, and Programs is required. LANGUAGE SKILLS Must have the demonstrated ability to effectively communicate, cooperate, and collaborate with multiple levels of employees, government agencies, customers, vendors and suppliers. PHYSICAL REQUIREMENTS The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is constantly required to sit, talk, and hear. The employee is frequently required to stand, reach, and use fingers to move and/or feel objects. The employee may be infrequently required to walk, climb, balance, lift, push/pull, stoop, kneel, and crouch. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, and depth perception. The physical strength rating of this position is classified as light work which entails exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly. Operation of a computer keyboard, telephone, hand calculator, and copier/fax machine may be required. Understanding of addition and subtraction, simple math, legal documents, simple memos, and business letters is required. In addition, the employee must be able to write simple memos, summaries, and business letters.