Administrative Assistant

Job Description

Job Description

Administrative Assistant

Strictly Mechanical has been a trusted commercial HVAC partner since 1990, serving Georgia, Tennessee, South Carolina, and Alabama. Guided by our CLEAR values — Committed, Loyal, Equitable, Accountable, and Reliable — we deliver high-quality, efficient, and cost-effective mechanical services. With our strong team culture, we take pride in providing long-term value for our customers and rewarding careers for our employees.

Job Description

Administrative professional responsible for supporting daily office and operations functions through scheduling, clerical support, vendor coordination, billing assistance, and record management. This role assists with preparing meeting materials, managing purchase orders and expense reports, coordinating office activities, maintaining inventory, handling phone and visitor communications, supporting project managers, tracking subcontractor and rental documentation, and ensuring organized administrative processes across the company.

Responsibilities

Provides clerical assistance, which may include typing, copying, filing, record-keeping, and distributing departmental mail.

Assists in establishing schedules.

Maintains inventory of company apparel.

Prepares materials for meetings and ensures they are organized and distributed.

Screens and responds to telephone calls and greets visitors.

Lead project billing processes and procedures: recap sheets, project billing projections, updating SOVs.

Process weekly payroll.

Process weekly subcontractor draws and creates PO's.

Manage subcontractors: COI, Master Agreements, Exh A, Docs, Coordination, Retainage Payments.

Organize, streamline, and clean up scan folders regularly.

Assist with onboarding new hires.

Reconcile RAMP Account w/Pos – Weekly or EOM.

Coordinate field training.

Requirements:

Ability to perform basic mathematical and accounting functions.

Ability to use general office equipment, such as telephone, fax machine, printer, scanner, copier, and projectors.

Internship or post-graduate experience in construction is highly desirable.

Professional verbal and written communication skills.

Proficiency and experience in working with Microsoft business software including Outlook, Word, Excel and PowerPoint.

Excellent customer service and people skills; ability to relate to others.

Strong organizational and time management skills.

Ability to communicate well in English both written and verbally.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Why Join the Family of Kelso Industries Companies?

Join us and be part of a team dedicated to creating efficient, sustainable, and high-performance environments that make a lasting impact across the industrial, commercial, and institutional sectors.

Here you will experience:

Growth Opportunities: Develop new skills, take on exciting challenges, and advance your career in meaningful ways.

Company Culture: You'll thrive in an environment that supports your growth, values your contributions, and makes work fulfilling and enjoyable.

Impact: Your work directly contributes to meaningful outcomes, allowing you to see the difference you make and feel a sense of purpose every day.

Competitive Compensation & Benefits: You'll be rewarded fairly for your contributions while enjoying perks that enhance your financial security, health, and overall well-being.

Kelso Industries celebrates diversity and is committed to creating an inclusive environment for all employees. We do not discriminate in any aspect of employment based on race, color, religion, national origin, ancestry, gender, sexual orientation, gender identity and/or expression, age, veteran status, disability, or any other characteristic protected by federal, state, or local employment discrimination laws where Kelso does business