Commercial Administrative Assistant

2 months ago


Sterling, United States Falcon Heating And Air Conditioning Full time
Job DescriptionJob DescriptionSalary:

For more than 35 years Falcon Heating and Air Conditioning has been a leading HVAC company, providing the DC,MD, VA area with exceptional customer service and quality work. We have an amazing team and actively give back to the community. Join our ever-growing FRNC team and see why we are one of the best HVAC companies in the region.


We are seeking a full-time Commercial Administrative Assistant. Ideal candidates have previous experience assisting project managers, strong attention to detail & deadlines, and an ability to work in fast-paced environment.


Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


Responsibilities include but are not limited to:

  • Review contracts and provide recommendations
  • Preparation of submittal documents
  • Monitor projects and orders for any changes that could impact the schedule
  • Project estimating and bidding
  • Oversee distribution and organization of online RFPs.
  • Perform administrative duties such as managing calendars, scheduling meetings, maintaining filing and data tracking systems and answering calls and inquiries
  • Compile, track, and analyze project information and generate reports as needed
  • Prepare invoices, expense reports, and payment applications
  • Assist Project Managers in reviewing, editing, and distributing project correspondence
  • Assist Project Managers with the procurement and distribution of project submittals
  • Write up technical reports, subcontracts, purchase orders, projects updates, and proposals
  • Maintain bid calendars
  • Review and distribute project documents as a requirement for proposals and/or bids
  • Communicate with clients and subcontractors for the preparation of proposals, bids, and projects
  • Maintain project records and ensure all regulatory documents are correct, processed, and approved
  • Prepare correspondence related to projects
  • Maintain documentation related to budget, scheduling, and other aspects of construction projects 
  • Perform other related duties as assigned


Required Skills:

  • Excellent telephone and written communication skills
  • Be highly dependable, reliable, and punctual
  • Proficient in Microsoft Office
  • Possess a positive attitude and willingness to learn
  • Ability to multi-task with complete attention to detail
  • Ability to work independently and complete daily tasks


Required Qualifications:

  • Associate degree in a construction-related discipline OR 2 yrs' experience assisting project managers


More Information about the Position:

  • Work environment - in the office Monday through Friday from 7 am - 4 pm.
  • Position - full-time
  • Moderate travel to/from job sites may be required; additional compensation for travel



Preferred Education and Experience

  • 2 yrs. of experience in the construction industry
  • Knowledge/experience in commercial mechanical


Benefits:

  • Medical and vision insurance with company contribution of 55% toward the employee & 25% company contribution towards the family or children
  • Dental Insurance
  • Paid Sick Leave
  • Paid Vacation
  • Paid Holidays
  • Supplemental Insurance (Disability, Accident, Life, etc.)
  • 401k (with 50% company match)
  • Parental Leave
  • Referral bonus
  • Working in a state-of-the-art facility


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