Administrative Assistant- Inspections & A&D

Job Title: Administrative Assistant- Inspections & A&D

S.A. Comunale is seeking an Administrative Assistant - Inspections & A&D. Primary function of this position is to provide administrative support to the Fremont Branch. Duties include general clerical, purchasing, inventory, and accounting responsibilities and project based work. Project a professional company image through in-person and phone interaction.

Essential Duties & Responsibilities

Include the following. Other duties may be assigned.

• Responsible for accounts receivable, including tracking past due accounts for Alarm & Detection and Inspections Departments.
• Maintain all records in Falcon, including opening tickets, creating new sites, and printing off monthly work orders for all inspectors and alarm technicians.
• Take incoming service calls and distribute alarm technicians and inspectors.
• Responsible for billing and accruals.
• Process payroll for alarm technicians and inspectors, including obtaining employee time information, submitting time information to the Payroll Department, and checking the edit listing before the check run.
• Prepare quotes.
• Responsible for mailing, faxing, photocopying, answering phones, and filing as needed.
• Assist Service Manager with scheduling manpower for the alarm technicians and inspectors.
• Attend weekly meetings and take notes.
• Drop off bids and run errands as needed.
• Order material and equipment for office and field personnel as needed.
• Sign checks from office checkbook.
• Pick up permits or drop off when needed.
• Process all billing for HNB through Work Oasis.
• Maintain records of licensing and certifications for assigned personnel.
• Assist in any issues or corrections needed by the Corporate Office.
• Handle customer requests for Inspections and Alarm & Detection.
• Send monthly CIP reports.
• Update daily google calendar for fire alarm technicians and inspectors.
• Submit and code Credit card receipts and statements for personnel.
• Process subcontracts and new monitoring contracts for the Alarm & Detection and Inspections Departments.
• Review daily monitoring accounts and update account information as needed

Qualifications

• High School Diploma or GED is required.
• 3+ years' administrative experience is required.
• Previous experience in the construction industry is a plus.
• Light accounting experience is required.
• Dispatching experience in a service environment is a plus.

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

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