EMCOR Group Administrative Assistant in Kansas City, Kansas
EMCOR Services Fagan provides comprehensive mechanical contracting, and maintenance services for commercial, industrial, and institutional projects. This includes office buildings, hospitals, colleges and universities, telecommunications, supermarkets, schools, warehouses, and industrial facilities.
We have a proven team of professionals who possess the specialized experience, knowledge, and expertise to construct a variety of complex, high-profile, state-of-the-art facilities that consider clients' specific and immediate mechanical needs.
Job Title: Administrative Assistant
Job Summary : EMCOR Service Fagan has an immediate opportunity for an experienced Administrative Assistant at our Kansas City, KS headquarters.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Include but not limited to the following:
Maintain and develop a knowledge of company standard software systems and procedures as they relate to the Administrative Assistant duties
Prepare weekly/monthly journal entries, daily receivables, and weekly payables
Prepare account reconciliation for approval by CFO
Reconcile monthly purchasing card charges
Prepare typewritten documents (letters, reports, etc.)
Provide telephone customer assistance and forward calls to appropriate department personnel as needed
Process and distribute incoming and outgoing correspondence utilizing the most efficient means as necessary
Prepare and issue purchase orders, job cost adjustments, change orders, and subcontracts upon project manager’s direction
Prepare and send out monthly project billings
Prepare, maintain, and organize project close-out documents (O & M Manuals) and distribute as required
Prepare and issue purchase orders and subcontracts upon project manager’s direction
Maintain all licensing for vehicles
Maintain certificate of insurance for customers and vendors
Maintain up to date contractor and business licenses for all municipalities where business is conducted. Coordinate and obtain new licenses as required for projects in new areas of business
Filing and maintenance of records as requested
Other duties as required
Minimum of 2 years experience working in an administrative job, supporting management, preferably with other construction or union contractors
Working knowledge of the construction industry, operations management, and safety practices a plus
Must demonstrate proficiency in Microsoft Office applications, particularly Microsoft Outlook and Excel
Working knowledge of federal, state, and city regulations and guidelines
Ability to communicate effectively with various departments and outside vendors
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 and management
Must demonstrate commitment to company values.
* * Must have the demonstrated ability to effectively communicate in English, cooperate, and collaborate with multiple levels of customers, employees, unions, government agencies, vendors and suppliers, and other contractor organizations.
While performing the duties of this job, the employee is regularly required to talk and hear; move within the office to meet with employees. This position requires ability to work at a computer (reading and keying) for extended periods of time. This role requires communicating verbally and in writing one on one.
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