Administrative Assistant - Service

S. A. Comunale Co.•Hilliard, OH

About The Position

S.A. Comunale has been a local industry leader for end-to-end mechanical, fire protection and HVAC services for nearly 100 years. We offer our clients significant financial strength, unmatched bonding capability, an award-winning safety program, and large-scale purchasing power. With 16 locations and over 1,450 employees, including 850 skilled tradesmen throughout Ohio, Pennsylvania, New Jersey, Kentucky, Maryland, and West Virginia, S.A. Comunale can work in virtually every market sector and facility type. S.A. Comunale is seeking an Administrative Assistant to support to the Hilliard Branch service department. Duties include general clerical, purchasing, inventory, and accounting responsibilities and project based work. Project a professional company image through in-person and phone interaction. Other duties may be required as assigned by the Service Manager or Branch Manager.

Requirements

High School Diploma or GED is required.
3+ years of administrative experience is required.
Proven knowledge of Microsoft Office Software (i.e. Word, PowerPoint, and particularly Excel) is required.
Knowledge of general office machines and telephone systems is required.

Nice To Haves

Previous construction industry experience is a plus.

Responsibilities

Responsible for accounts receivable, including tracking past due accounts.
Maintain all records in Falcon, including opening tickets, creating new sites, and printing off monthly work orders for all technicians.
Take incoming service calls and distribute to technicians.
Order material and equipment for technicians.
Responsible for billing for technicians.
Responsible for accruals for the Service Department.
Process payroll for technicians including obtaining employee time information, submitting time information to the Payroll department, and checking the edit listing before the check run.
Distribute service work to subcontractors.
Prepare quotes as needed.
Responsible for mailing, faxing, photocopying, answering phones, and filing as needed.
Assist Service Manager with scheduling manpower for the technicians.
Attend weekly service meetings and take notes.
Drop off bids and run errands as needed.
Pick up permits or drop off when needed for Service Department.
Process all billing for HNB through Work Oasis – Columbus office.
Maintain records of licensing and certifications for assigned personnel for the Service Department.
Assist in any issues or corrections needed by the Corporate Branch for the Service Department.
Handle customer requests for Service Department.
Send monthly CIP reports.
Update daily google calendar for technicians.
Submit and code Credit card receipts and statements for the Service Department.
Process subcontracts for the Service Department.