Administrative Assistant

Administrative Assistant

The Administrative Assistant should be able to enter a high volume of data entry quickly and accurately daily to meet deadlines. This role will vary and adapt to the applicable division and project as needed. The ideal candidate must operate data entry devices and duties may include verifying data and preparing materials for printing.

Essential Duties & Responsibilities

Include the following. Other duties may be assigned :

• Locate and correct data entry errors and report them to supervisors.
• Compile, sort, and verify the accuracy of data before it is entered.
• Compare data with source documents, or re-enter data in verification format to detect errors.
• Store completed documents in appropriate locations.
• Select materials needed to complete work assignments.
• Consistently update and review spreadsheets and databases.
• Maintain and continually improve filing system of all records.
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
• Create, maintain, and enter information into databases.
• Use computers for various applications, such as database management or word processing.
• Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
• Perform clerical functions as needed, including but not limited to copying, filing, scanning, faxing, etc.
• Support and assist Accounting department; conserve time by reading, researching, and routing correspondence and collecting and analyzing information as needed.
• Maintain confidentiality of any company sensitive information.
• Escalate critical and / or sensitive issues to Accounting with recommendation for resolution.
• Perform additional assignments as required by the needs of the company.

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.

PREFERRED EDUCATION and / or EXPERIENCE

1- 3 years working in a clerical or administrative capacity.

High school diploma or GED required.

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

Working knowledge of federal, state, and city regulations and guidelines.

PREFERRED SKILLS AND ABILITIES

Must demonstrate strong proficiency in all Microsoft Office applications, (i.e. Microsoft Outlook, Word and Excel).

Basic clerical skills, including but not limited to typing, faxing, scanning, etc.

Excellent attention to detail skills

Strategic and analytical thinking skills

Ability and willingness to multi-task

Excellent organization, communication, and interpersonal skills

Strong time management skills

Must be reliable, punctual, organized, and have the demonstrated ability to juggle multiple priorities in a very busy office.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, see, talk, and hear. The employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. The employee is regularly required to walk, reach with hands and arms, climb or balance and stoop, kneel, crouch, or crawl. The employee may occasionally lift and / or move up to twenty-five (25) pounds. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee may expect to work in typical office environment conditions except when visiting field locations. Field environments may vary based on project, manufacturing, or weather conditions. The noise level in the work environment is usually moderate to loud.

Equal Opportunity Employer

As 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.

Notice to Prospective Employees

Notice 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. If an individual is contacted for services outside of EMCOR's normal application process it is probably fraudulent.

Geographic Disclosure

Notice 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. If an individual is contacted for services outside of EMCOR's normal application process it is probably fraudulent.

As 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.

Benefits : We are committed to providing employees a comprehensive benefits package which includes medical, dental, and vision coverage, along with health savings and flexible spending accounts, life insurance, disability, a 401(k) Savings Plan, College Coach and employee assistance program.

This job will remain posted until filled.