Administrative Assistant – Inspection/Service

S.A. Comunale provides industry‑leading, end‑to‑end fire protection, mechanical, and HVAC services across the nation. With 16 locations, over 1,450 employees (including 850 skilled tradesmen) in Ohio, Pennsylvania, New Jersey, Kentucky, Maryland, and West Virginia, the company offers strong financial backing, unmatched bonding capability, an award‑winning safety program, and large‑scale purchasing power. Watch a short video about S.A. Comunale.

Job Summary

The Administrative Assistant – Inspection/Service will provide administrative support to the Maryland Branch. Responsibilities include general clerical, purchasing, inventory, accounting tasks, and project‑based work while projecting a professional company image through in‑person and phone interactions. Additional duties may be assigned by the Branch Manager.

Responsibilities

• Project a professional company image through in‑person and phone interaction.
• Take incoming service/inspections calls and distribute them to the Service/Inspections Coordinator or Manager.
• Handle billings and accruals for inspections and service.
• Verify incoming billing (e.g., time‑and‑material sheets) for accuracy in dates, materials, and hours against the correct project.
• Assist in distributing inspection and service work to subcontractors.
• Assist with Authority‑Having‑Jurisdiction (AHJ) reporting as required.
• Perform mailing, faxing, photocopying, answering phones, and filing as needed.
• Help the Inspections/Service Coordinator schedule manpower for inspectors, inspector trainees, and service personnel.
• Attend bi‑weekly inspection/service meetings and take notes.
• Run errands as needed.
• Maintain licensing and certifications for assigned personnel in the Inspections/Service Department.
• Support the Service Manager with issues or corrections needed by the corporate branch for the Service/Inspections Department.
• Assist customers with requests related to the Service/Inspections Department.
• Update the daily/weekly/monthly task calendar for the Inspections/Service Department.
• Submit and code credit‑card receipts and statements for the Service/Inspections Department.
• Assist in processing contracts/subcontracts and new fire‑alarm, fire‑extinguisher, and monitoring contracts for the Inspections/Service Department.
• Review daily service/inspection accounts and help update account information (address, payment, credit details, etc.) as needed.

Qualifications

• High School Diploma or GED required.
• 3+ years of administrative experience is a plus.
• Knowledge of general office machines and telephone systems required.
• Ability to think strategically, make sound decisions, and produce accurate and timely results required.