Administrative Assistant

About the Role

EMCOR Services Combustioneer has an immediate opening for an Administrative Assistant in Lanham, Maryland. This position will support operations and functional leadership in compliance with company policies, procedures, and documentation, reporting directly to the Division Manager.

Responsibilities

• Manage daily incoming calls for the construction & controls divisions.
• Issue purchase orders and sub agreements to suppliers and subcontractors as requested by managers and technicians.
• Match vendor invoices to POs and submit for manager’s approval.
• Process procurement card purchases and maintain accurate records for division’s cardholders.
• Set up and maintain files for projects, service contracts, and work orders.
• Process customer billings for service and project work on a weekly and monthly basis.
• Process weekly payroll and maintain accurate payroll records for the construction & controls divisions.
• Assist with preparing monthly reports and meeting materials.
• Assist with customer bids.
• Submit T&M projects billing.
• Set up Warranty projects and Projects in the computer system.
• Provide Weekly Labor Reports from COINS.
• Maintain & set up Purchase Orders (COINS).
• Prepare Monthly Jobs Closing listings.
• Assist with projects submittal process.
• Handle filing, scanning, and copying.
• Assist with coordination of safety, compliance, and other training.
• Support the accounting department with annual audit requests and other compliance and research projects.
• Assist with onboarding new technicians.
• Prepare standard and ad hoc reports for management, as required.
• Provide administrative support to division’s managers and technicians.
• Handle mailing, filing, scanning, and other office duties for the division.
• Perform other duties as assigned.

Requirements

• Associate’s Degree, or equivalent combination of education and experience.
• Three (3) years in an administrative assistant’s function.
• Microsoft Office, Adobe, and ERP system experience required.
• Outstanding communication and multitasking skills, including handling a high volume of phone calls and emails from both external customers and internal stakeholders.
• Demonstrated proficiency with Microsoft Word and Excel.
• Experience with pivot tables, charts, data manipulation, light data modeling, and formulas preferred.
• Previous experience in Industry Trade Services / Construction or a similar industry desired.
• AIA Contract Document familiarity a plus.
• Strong written and verbal communication, self-motivation, and interpersonal skills.
• Extreme attention to detail, experience handling sensitive and confidential data, superior organizational skills, and multitasking ability to meet overlapping deadlines.
• Highly motivated with the ability to adjust to changing priorities in a fast-paced environment.
• Professional and welcoming attitude with experience managing a professional office.
• Experience in an Electrical Services / Construction environment is preferred.

Benefits

EMCOR offers employees a competitive salary and benefits package.