Administrative Assistant

Description Department: Plumbing - Service Location: 348 New County Road, Secaucus, NJ Reports to: Plumbing Service Manager, DVP of Plumbing FLSA Status: Non-Exempt Prepared By: Human Resources Date: December 10, 2024 SUMMARY In an effort to maintain customer satisfaction and efficiency, the Administrative Assistant will be responsible for assisting the Plumbing Service Manager and DVP of the Plumbing Department. The ideal individual must perform routine administrative functions including incoming service calls, dispatching of service technicians and proper data entry in the service dispatch system. Working closing with Plumbing Service Techs and Service Manager, the Admin will ensure the processing of specific documents for the billing and payroll departments. . ESSENTIAL DUTIES AND RESPONSIBILITIES Include the following. Other duties may be assigned. Receive incoming plumbing service calls and enter required information into the Service Dispatch program. Assist the Service Manager to dispatch Service Techs to customers, track and maintain service call records and schedule service techs for the following workday. Prepare and invoice inspection contracts along with the required check lists and forms. Prepare proposals, correspondence, purchase orders and support the department with the required administrative work. Together with the Service Techs and Plumbing Service Manager, process the service work orders tickets and related paperwork for the billing department Collectively with the Plumbing Service Manager, review the accuracy of the field technicians weekly time for payroll. Review all purchase orders for freight charges and contact the vendor if freight charges are unidentifiable. Process the pending proposal report bi-monthly and review with Plumbing Service Manager Maintain an organized filing system. Serve as liaison between field office and main office; project team and field personnel as needed. Maintain confidentiality of company information. Escalate critical and/or sensitive issues to the Service Manager with a recommendation for resolution. Perform additional assignments as required by the company or as directed by management. QUALIFICATIONS To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. PREFERRED EDUCATION and/or EXPERIENCE 3 - 5 years working in an administrative job, supporting management High school diploma or GED required. Bachelor's Degree or currently pursuing preferred. Working knowledge of the construction industry, operations management, and safety practices a plus. PREFERRED SKILLS and ABILITIES Excellent organization, communication, customer service and interpersonal skills Scheduling and time management skills Strategic, analytical, and multi-tasking skills COMPUTER SKILLS Must demonstrate proficiency in Microsoft Office applications, (i.e. Outlook, Word, and Excel). Working knowledge of project and financial software a plus. REQUIRED ATTRIBUTES The requirements listed below are representative of characteristics and demonstrated capabilities sought to perform this job successfully. Must demonstrate integrity, honesty, professionalism, and appropriate concern regarding dissemination of sensitive and confidential information. Must have the ability to make sound decisions and produce accurate and timely results in mind. Must prioritize and organize work in a fast-paced multi-task environment. Must monitor and analyze data and solve problems on a tactical and strategic level. Must build positive working relationships with multiple levels of employees, management, suppliers, and customers. Must demonstrate commitment to company values. LANGUAGE SKILLS Must have the demonstrated ability to effectively communicate in English, cooperate, and collaborate with multiple levels of customer, employees, unions, government agencies, vendors and suppliers, and other contractor organizations. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, see, talk, and hear. The employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. The employee is regularly required to walk, reach with hands and arms, climb or balance and stoop, kneel, crouch, or crawl. The employee may occasionally lift and/or move up to twenty-five (25) pounds. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee may expect to work in typical office environment conditions except when visiting field locations. Field environments may vary based on project, manufacturing, or weather conditions. The noise level in the work environment is usually moderate to loud. We offer our employees a competitive salary and comprehensive benefits package and are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled Notice to all prospective employees: There have been fraudulent postings and emails regarding job openings. Please check our available positions to confirm that a post or email is genuine. EMCOR Group and its companies do not reach out to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR's normal application process-it is probably fraudulent. Benefits: As a leading provider of mechanical and electrical construction, facilities, services, and energy infrastructure, EMCOR Group is committed to its employees. This commitment is embodied in our competitive benefits package, which includes medical, dental, and vision coverage, as well as flexible spending accounts, life insurance, disability income, 401(k) Savings Plan, and employee assistance and wellness programs. \fgmech