Administrative Assistant

Administrative AssistantEMCOR Services Combustioneer has an immediate opening for an Administrative Assistant in Lanham, Maryland. This position will be responsible for assisting operations and functional leadership in compliance with company policies, procedures and documentation. Administrative Assistant will report directly to the Division Manager.Essential Duties & ResponsibilitiesManage daily incoming calls for the construction & controls divisionsIssue purchase orders and sub agreements to suppliers and subcontractors as requested by managers and techniciansMatch vendor invoices to POs and submit for manager's approvalProcess procurement card purchases and maintain accurate records for division's cardholdersSet up and maintain files for projects, service contracts, and work ordersProcess customer billings for service and project work on a weekly and monthly basisProcess weekly payroll and maintain accurate payroll records for the construction & controls divisionsAssist with preparing monthly reports and meeting materialsAssist with customer bidsSubmit T&M projects billingSet up Warranty projects in computer systemSet up Projects in computer systemProvide Weekly Labor Reports from COINSMaintain & set up Purchase Orders (COINS)Monthly Jobs Closing listingsAssist with projects submittal processFiling, scanning and copyingAssist with coordination of safety, compliance, and other trainingAssist accounting department with annual audit requests and other compliance and research projectsAssist with onboarding new techniciansPrepare standard and ad hoc reports for management, as requiredProvide administrative support to division's managers and techniciansHandle mailing, filing, scanning, and other office duties for the divisionOther duties as assignedQualificationsAssociates 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 as well as handling high number of phone calls and emails from both external customers and internal stakeholders required.Demonstrated proficiency with Microsoft Word and ExcelExperience with mean pivot tables, charts, data manipulation, light data modeling and formulas preferredPrevious experience with Industry Trade Services / Construction or similar industry desired.AIA Contract Document familiarity a plusStrong written and verbal communication, self-motivated and interpersonal skills.Must have extreme attention to detail, experience handling sensitive and confidential data, superior organizational skills and multitasking ability to meet overlapping deadlines.Highly motivated with ability to adjust to changing priorities in a fast-paced environment.Must have professional and welcoming attitude and experience managing a processional office.Experience in an Electrical Services / Construction environment is preferred.Equal Opportunity EmployerAs a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success.

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