Administrative Assistant - Sprinkler Operations

About Us:

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 12 locations and over 950 employees, including 600 skilled tradesmen throughout Ohio, Pennsylvania, New Jersey, Maryland, and West Virginia, S.A. Comunale can work in virtually every market sector and facility type.

Job Title: Administrative Assistant - Sprinkler Operations

The primary function of this role is to provide administrative support to the Contract Sprinkler Operations staff. This position reports to the Superintendent and will require a close working relationship with all Sprinkler Operations staff.

This job requires the ability and desire to work in a fast-paced multi-tasked environment with a focus towards administration, organization, reporting, data management and customer service.

Essential Duties / Responsibilities:

Include the following. Other duties may be assigned.

• Provide complete administrative support services for the Contract Sprinkler staff.
• Generate reports and input data into Excel, Word, and Access.
• Assist in preparation of meetings which includes coordinating and preparing documents.
• Obtain paperwork from field personnel and distribute to appropriate departments for processing; including work tickets, test papers, expense receipts, and payroll information.
• Follow up with new employee to get the appropriate new hire paperwork turned in before they can receive their first paycheck.
• Assist Project Managers and Superintendents with creating and updating spreadsheets.
• Order and compile all materials for Foreman boxes.
• Prepare expense reports.
• Fulfill needs of fitters as requested, including distributing test papers, work tickets, envelopes, markers, etc.
• Type meeting notes following each Sprinkler Operations meeting.
• Prepare and dispatch apprentice review forms to Branch Managers or Superintendents semi-annually and then distribute to a Union Representative.
• Update labor schedule and coordinate with supervisor.
• Order equipment and tools as needed.
• Convert recorded or written notes from job visits and distribute as needed.
• Print job site photos and distribute as needed.
• Register new apprentice candidates online and follow through until candidate is confirmed.
• Contact and correspond between job site General Contractors, Superintendents, Architects and Owners as needed.
• Schedule and set up virtual meetings; attend when required.

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.

Education / Work Experience:

• High school diploma or GED is required.
• 2+ years of previous administrative experience is required.
• Previous experience in the construction industry is a plus.
• Previous experience setting up virtual meetings a plus.
• Previous experience with Helix and Bluebeam programs a plus.

COMPUTER SKILLS

Proven knowledge of Microsoft Office Software (i.e., Word, Access, and particularly Excel).

REQUIRED ATTRIBUTES

The requirements listed below are representative of characteristics and demonstrated capabilities to perform this job successfully. The ideal candidate will possess good oral and written communication skills in addition to good organization skills.

• Must think strategically, make sound decisions, and produce accurate and timely results.
• Must build positive working relationships with multiple levels of employees and management.
• Must demonstrate integrity and professionalism.
• Must demonstrate commitment to company values.
• Must possess excellent organizational skills.
• Must follow-up on tasks and assignments in a timely manner.
• Must possess excellent written and verbal communications skills.
• Must prioritize in a fast paced multi-task environment.
• Must have demonstrated ability to perform basic business mathematical functions.
• Must work with minimal supervision.
• Must demonstrate ability to work effectively in a team environment.
• Must comply with all operating policies, procedures, executed Plans, and Programs.

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.