Commercial Administrative Assistant
2 months ago
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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