Description

About Us:

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 various 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 Administrative Assistant working with our Service/Preventive Maintenance department 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 and maintain purchase orders and invoices from vendors and field staff in accounting system

• Reconcile purchase orders in accounting system with improper vendor/dollar amounts

• Provide reports for preventive maintenance agreements to service coordinators, service manager and CFO as needed

• Maintain preventive maintenance contract documents, spreadsheets and data in accounting system.

• Prepare and send out monthly preventive maintenance and other billings as needed

• 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

• Provide coverage for other administrative staff as needed

• Other duties as required

POSITION REQUIREMENTS

• Entry-level on-site position, temporary/part-time work available

• Working knowledge of the construction industry, operations management, and safety practices a plus

• Proficiency in Microsoft Office applications, particularly Microsoft Outlook and Excel a plus

• Working knowledge of federal, state, and city regulations and guidelines a plus

• Ability to communicate effectively with various departments and outside vendors

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 and management

• 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 customers, employees, unions, government agencies, vendors and suppliers, and other contractor organizations.

PHYSICAL DEMANDS

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

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