Administrative Assistant

About Us

We are a full-service mechanical HVAC, plumbing, and specialty piping contractor that offers design and construction services for a variety of markets. Our customers include commercial, medical, and technology, as well as municipalities and government agencies.

Job Summary

The Administrative Assistant is an entry-level position responsible for providing administrative and operational support to company leadership and office staff. This role assists with day-to-day office operations, facility coordination, onboarding activities, vendor communications, recordkeeping, and general administrative functions. The Administrative Assistant helps ensure the office operates efficiently while delivering excellent customer service to employees, applicants, vendors, and visitors.

Essential Duties & Responsibilities

Include the following. Other duties may be assigned.

• Complete administrative tasks assigned by management to support daily office operations.
• Serve as the first point of contact for visitors, applicants, employees, vendors, and callers.
• Maintain office calendars, conference room schedules, and meeting arrangements.
• Coordinate meetings, conference calls, training sessions, and company events.
• Create, organize, maintain, and audit electronic and paper filing systems.
• Assist with employee onboarding activities, including preparing new hire packets, scheduling orientations, collecting required documentation, and coordinating onboarding logistics.
• Maintain onboarding, training, certification, and personnel records.
• Assist with employee communications, announcements, and distribution of company documents.
• Order and maintain office supplies, breakroom supplies, and other administrative inventory.
• Coordinate with office vendors, service providers, delivery personnel, and building management.
• Distribute incoming mail and prepare outgoing mail and shipments.
• Assist with company events, employee recognition programs, training sessions, and meetings, and occasional meals and entertainment.
• Maintain office equipment and coordinate service requests when needed.
• Track invoices, receipts, purchase requests, and office expenditures as assigned.
• Assist with data entry, report generation, and database maintenance.
• Support management with special projects and administrative initiatives.
• Practice excellent organization and maintain accuracy while managing multiple priorities.
• Quickly learn and apply new administrative processes and software systems.
• Work independently with minimal supervision after receiving direction and training.
• Comply with all company policies, procedures, and safety requirements.
• Maintain confidentiality of employee, company, and business information.
• Able to work 40 hours per week in office.

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.


PREFERRED EDUCATION and/or EXPERIENCE

• High School Diploma or GED required.
• Associate's degree in Business Administration, Office Administration, Human Resources, or a related field preferred.
• 1-2 years of experience in an administrative, office support, customer service, or clerical role.
• Experience in a construction, manufacturing, or service-based environment is a plus.
• Experience using Microsoft Office applications in a business setting preferred.

REQUIRED SKILLS

• Proficient in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Strong written communication skills with the ability to prepare professional correspondence and documents.
• Strong verbal communication and customer service skills.
• Excellent organizational and time management abilities.
• High attention to detail and accuracy.
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• Strong data entry and recordkeeping skills.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Effective problem-solving and follow-up skills.
• Ability to learn new software systems and administrative processes quickly.

REQUIRED ATTRIBUTES

The requirements listed below are representative of characteristics and demonstrated capabilities sought to perform this job successfully.

• Positive, service-oriented attitude and professional demeanor.
• Strong interpersonal skills and the ability to build positive working relationships.
• Dependable, punctual, and accountable.
• Adaptable and flexible when priorities change.
• Self-starter who takes initiative and ownership of assignments.
• Demonstrates high integrity and professional ethics.
• Maintains confidentiality and discretion in all matters.
• Well organized and detail oriented.
• Open and approachable communication style.
• Team player willing to assist others as needed.
• Solutions-oriented mindset with a willingness to learn and grow professionally.
• Demonstrates commitment to company values and operating procedures.

LANGUAGE SKILLS

Must have the demonstrated ability to effectively communicate in English, cooperate, and collaborate with multiple levels of customers, employees, unions, government agencies, vendors and suppliers, and other contractor organizations.

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Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The physical demands of this position are those associated with working in a typical office environment.

Work Environment

While performing the duties of this job, the employee is regularly required to sit, see, talk, hear, and operate standard office equipment. The employee must be able to work at a computer for extended periods of time and move throughout the office to assist employees, visitors, and vendors. The employee may occasionally lift and/or move up to twenty-five (25) pounds.

Benefits

We offer our employees a competitive salary and comprehensive benefits package and are always looking for individuals with the talent and skills required to contribute to our continued growth and success.

Equal Opportunity Employer

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled

Affirmative Action Policy

Please review our Affirmative Action Policy.

Notice to Prospective Employees

Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine.


EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR's normal application process - it is probably fraudulent.

Geographic Disclosure

Equal Opportunity Employer/Veterans/Disabled.

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.

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