Administrative Assistant

About Us 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. Job Summary Job Title: Administrative Assistant S.A. Comunale is seeking an Administrative Assistant to support the Youngstown branch. Provide administrative support to the assigned branch office. 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 Process payroll for inspectors, and service fitters, including obtaining employee time information, entering time information into the branch database for service fitters, submitting time information to the Payroll department, and checking the edit listing before the check run. Order material for all service fitters and inspectors, including all service contract jobs and Falcon tickets. Maintain all records in Falcon, including opening tickets, creating new sites, and printing off monthly work orders for all inspectors. Track all permits for service jobs, including preparing them for submittal to the appropriate city. Prepare quotes. Responsible for mailing, faxing, photocopying, answering phones, and filing as needed. Attend weekly service meetings and take notes to submit to Corporate. Attend bi-weekly inspection meetings and take notes. Assist Service Manager with scheduling manpower for service and inspections. Run and Review CIP reports for the Service Department. Prepare expense report for the Service Department. Perform basic accounting functions such as billing, accounts receivable, accounts payable. Create and maintain office records, work tickets and accrual work sheets for invoices. Perform general office duties to include but not limited to: photocopying, faxing, mailing, filing and scheduling appointments. Obtain paperwork from the field and distribute to appropriate departments for processing, including work tickets, test papers, expense receipts, payroll information, packing lists, and signed off punch lists. Follow up with all new employees to get the appropriate completed payroll paperwork turned in before they can receive their first paycheck. Responsible for branch checking and petty cash. Create and maintain job folders Prepare all requirements for contracts, including submittals and closeout documents. Attend bid openings as required. Run weekly job cost reports for contract and service meetings. Prepare service quotes in ERP. Responsible for the GPS Tracking Report, Ops Report, Change Order Tracking Report, and the Job Site Visit Report, including sending reports to the appropriate personnel. Responsible for requesting any insurance certificates and steel certificates needed. Send any backflow reports to the water department as needed. Qualifications High School Diploma or GED is required. 5+ years’ administrative experience is required. Previous experience in the construction industry is a plus. Proven knowledge of Microsoft Office Software (i.e., Word, PowerPoint, and particularly Excel) is required. Knowledge of general office machines and telephone systems is required. Ability to think strategically, make sound decisions, and produce accurate and timely results is required. Equal Opportunity Employer Equal Opportunity Employer/Veterans/Disabled Affirmative Action Policy Please review our affirmative action policy. #J-18808-Ljbffr