Administrative Assistant, Mechanical and Plumbing Contractor

Working alongside the Project Coordinator the Administrative Assistant will be responsible for coordinating the flow of information and paperwork associated with construction projects and routine service calls including answering phones, responding to bids, maintaining departmental files, coordinating construction drawings, database (Timberline) input, etc. 


 Coordinates daily work of field staff alongside Project ManagerFirst responder for daily service calls (both email and phone), working with Project Coordinator to dispatch field technicians as appropriateAdministrative liaison between mechanical department and corporate staff relating to projects and service calls (work ticket processing, materials expenses, etc.) and to field staff (expense reports, administrative inquiries)Prepare and track all time sheets for all field technicians to report to corporate accounting departmentInput information into Timberline database, specifically relating to service and construction activity, etc.Set up and manage all project documentation files Maintain all departmental files and confidential internal schedules.Respond to bids and requests for proposals on new installationsSupport estimating staff with obtaining information from vendors, formatting and submitting proposals, etc.Coordinate construction drawings, copy, pick up, and delivery.Completing applications, forms, filings, licenses, etc.Coordinate pulling permits as needed.Coordinate all aspects of job closeout, including but not limited to, OMs, warranties, air balancing, etc.Assist in the creation and distribution of departmental marketing materials.All other duties as assigned.