Office Operations Coordinator

2 days ago


Harrisburg, Pennsylvania, United States Emcor Inc Full time
As a leading provider of mechanical, fire protection and HVAC services, Emcor Inc is dedicated to excellence in everything we do. We invite you to join our team as an Administrative Assistant, playing a vital role in supporting our branch offices and driving business success.

About Us:

With over 95 years of experience in the industry, S.A. Comunale has established itself as a trusted and respected name in mechanical, fire protection and HVAC services. Our strong presence in five states allows us to cater to various markets and industries, ensuring our customers receive top-notch service and solutions tailored to their needs.

Our extensive network of 12 locations and over 900 employees enables us to tackle complex projects efficiently and effectively. With our impressive resources and skilled workforce, we strive to deliver results that exceed expectations.

Job Title: Administrative Assistant

Key Responsibilities:

• Provide administrative support to assigned branch offices, encompassing general purchasing, inventory, and accounting tasks, as well as project-based work.
• Maintain a professional company image through in-person and phone interactions.

Essential Duties and Responsibilities:

• Accountable for accounts receivable, including tracking past due accounts for the Alarm and Detection Department.
• Manage all records in Falcon, including open tickets, creating new sites, and printing monthly work orders for alarm technicians.
• Distribute and track national accounts for the alarm and detection department.
• Respond to incoming service calls and distribute to alarm technicians.
• Responsible for billing and accruals for the Alarm & Detection Department.
• Prepare quotes.
• Assist the Alarm & Detection Manager with scheduling manpower for alarm technicians.
• Attend weekly alarm and detection meetings and take notes.
• Maintain records of licensing and certifications for assigned personnel for the Alarm and Detection Department.
• Address any issues or corrections needed by the Corporate Branch for the Alarm & Detection Department.
• Handle customer requests for the Alarm & Detection Department.
• Update the daily Google calendar for fire alarm technicians.
• Submit and code credit card receipts and statements for the Alarm & Detection Department.
• Process subcontracts and new monitoring contracts for the Alarm & Detection Department.
• Review daily monitoring accounts and update account information as necessary.
• Coordinate manpower with the Corporate Service Department and/or other branch offices as required.
• Contact fitters by telephone to ensure they reach their designated jobs as directed by the Branch Manager.
• Ensure compliance with the Corporate Safety Department, including collection of Tool Box Talks.
• Perform basic accounting functions such as billing, accounts receivable, and accounts payable.
• Create and maintain office records, work tickets, and accrual work sheets for invoices.
• Schedule inspections and occasionally attend on-site working pressure hydro, rough, and final inspections.
• Fulfill daily needs of fitters, including test papers, work tickets, envelopes, markers, etc.
• Resideont for customer interface between project managers and field operations.
• Schedule hydrostatic, dry trip tests, and fire pump tests.
• 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.
• Obtain expense report information from the field, including receipts, and submit expense reports to Accounts Payable for processing.
• Answer phone calls and respond or distribute accordingly.
• Track labor reporting for completed jobs.
• Assist Project Managers and the Branch Manager in scheduling and coordinating subcontractor work on projects.

Qualifications:

• A High School Diploma or GED is required.
• The individual must have at least 5+ years of previous administrative experience.
• Experience in the construction industry is highly valued.

Salary Range: $70,000-$90,000 per year, depending on qualifications and location. Emcor Inc offers a comprehensive benefits package, providing opportunities for continued growth and success within a dynamic organization. As an equal opportunity employer, we welcome applications from diverse candidates.

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