Administrative Assistant

We provide industry-leading, end-to-end fire protection, mechanical, and HVAC services. Our skilled tradespeople work in virtually every market across the nation.

About Us
Job Summary
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.

Job Title: Administrative Assistant - HVAC Service
The primary function of this role is to assist the HVAC department with financial billings and day-to-day flow of paperwork, answering phones and dispatching of service calls as necessary. The Company goal is to continuously grow the revenues of the HVAC department while maintaining profits, satisfying customers' requirements, and staying compliant with required guidelines. Additional duties include general clerical and project-based work as well as administrative support for the Service Manager in the HVAC Department.

This job requires attention to detail with a focus on data entry, accuracy, and communication.

Essential Duties / Responsibilities
Include the following. Other duties may be assigned.

• Prepare, organize and store information in paper and digital form
• Prepare various contract documents and complete project closeout documentation.
• Dispatch Service Technicians.
• Maintain all records in Falcon, including open tickets, creating new sites, and printing off monthly work orders.
• Assist project managers with job completion including documentation, submitting bids, scheduling inspections, requesting permits, etc.
• Produce various billing reports, summarizing and analyzing them as necessary, such as the S and N tracker, job cost reports as well as the OPS report.
• Prepare and send weekly payroll report information.
• Gathers required records to compile all information needed for project billing. Prepare credit memorandums and change order re-budget sheets to indicate returned or incorrectly billed products or services.
• Ensures that all project billing and accounting deadlines are met and communicates exceptions as necessary.
• Follow up on open receivables for projects.
• Enter & maintain information in FMS to assist with project scheduling.
• Enter Blue Tickets and follow up on all Blue Ticket tools and materials.
• Create and process purchase orders. Submit vendor invoices to A/P for