{"id":3046193,"url":"https://alion.io/job/emcor-group-administrative-assistant-2","title":"Administrative Assistant","company":{"id":8145,"name":"EMCOR Group","domain":"emcorgroup.com","url":"https://alion.io/company/emcorgroup","size_band":"1001-5000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"iCIMS","truth_index":{"grade":"A","score":100,"open_postings":6,"ghost_share":0,"stale_share":0,"repost_share":0,"time_to_fill_p50_days":12,"computed_at":"2026-10-27T05:46:45Z"}},"role":"Administrative","role_family":"Administrative","seniority":"senior","employment_type":null,"work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Cranston, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":53000,"max_usd":106000,"period":"year","method":"role_seniority_country_remote_cell","sample_n":1815},"experience_years_min":5,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Outlook","optional":false},{"name":"SharePoint","optional":false}],"status":"live","first_seen_at":"2026-10-22T00:36:00Z","employer_posted_date":"2026-10-22","last_verified_at":"2026-10-28T02:38:16Z","board_verified":true,"closed_at":null,"days_open":6,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":6},"description":"About Us\nWe are a full-service building automation system and HVAC controls service contractor. We provide controls system design, programming, installation, repair, service, and maintenance in a variety of markets, including higher education, schools, general office, federal facilities, and laboratories.\nJob Summary\nThe primary function of the Service Administrative Assistant is to support the day-to-day operation of the Service Department. This position reports to the Service Manager.\nEssential Duties & Responsibilities\nGeneral Office Duties and Support\nOrder office supplies or anything needed for a smooth-running office. Run errands to pickup supplies or postage as needed or requested by the Office Manager or other management.\nAssist with ordering any materials for employees, technicians and customers. \nGreet visitors and delivery personnel professionally and assist them as needed. \nMaintain common areas in a clean and neat manner.\nThis role is the primary person responsible for answering the phone, assisting callers and directing callers to the appropriate staff member.\nPlan and support office meetings or training classes as it relates to food, beverage, supplies and furniture. Coordinate with caterers and food delivery workers.\nKeep the office well stocked with lunchroom supplies and general office supplies.\nGeneral filing and organizational tasks as directed.\nService Department\nDevelop rapport with customers and service technicians for a successful relationship via phone and email.\nManage and Schedule 3-4 Service Technicians. Setup service site visits, coordinate with the customer for onsite location and contact information, confirm billing information and service contract details. Ensure technicians have a full schedule and we are performing the required site visits per the service contract.\nOrder materials as needed for service visits. Coordinate delivery of the materials to the technician or to the job site.\nCreate work orders (in Excel) for each service site visit. Review completed work order when the site visit is completed and check for accuracy (billing details, hours, mileage, description of work). \nReview the engineering schedule in SharePoint and ensure the Outlook schedule is updated for both service and construction technicians (approx. 12 technicians) every day. Review for accurate job # and job site address and to confirm all technicians have been scheduled for the next day.\nSetup service contracts, customer POs and small service projects in Sage 100 for contractors. Details will include bill to information, billing details, PO or contract # and amount and estimated budget for the work.\nUsing Sage 100, generate and submit service invoices and submit to the customer using email and various customer specific web sites.\nMonitor service accounts receivable aging and working with the service manager, work with customers on payments that are past due.\nAssist the Office Manager with any office projects needed to provide a smooth-running environment.\nParticipate in work process improvement as it relates to your position.\nBackfill and support all other administrative positions. Participate in and plan for cross training to provide backup for all positions and tasks.\nGeneral\nAdhere to all Federal, State, OSHA, Customer and Company safety standards and requirements.\nProvide a quality product - develop the practice of checking and re-checking work to ensure error free.\nTreat everyone with respect and adhere to all company policies and procedures.\nAlways act as part of the EMC Services team.\nAct promptly on issues and problems and communicate clearly to supervisor and team members on progress and project status. Respond to internal and external customer service issues promptly and accurately in a professional manner.\nBe dependable and reliable with schedules and deadlines.\nTake initiative to learn and continue personal education.\nQualifications\n5 + years experience working in in an office environment. \nExperience with HVAC, electrical, service, construction or a technical company is a plus.\nStrong computer literacy, proficiency with the Microsoft programs suite (Excel, Word, Access)\nAbility to work in a fast-paced environment and manage multiple tasks at once\nAbility to communicate with all levels of staff and customers both oral and written\nStrong leadership ability\nWork Environment\nConditions include working in office. Must be able to safely access all areas of property. Must be able to effectively use any required PPE equipment. Potential Jobsite Visits.\nEqual Opportunity Employer\nAs 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. Equal Opportunity Employer/Veterans/Disabled.Affirmative Action Policy\nPlease review our Affirmative Action Policy.\nNotice to Prospective Employees\nNotice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine. EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. 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