Administrative Assistant

Administrative Assistant

Come join a dedicated team of HVAC contracting specialists during an exceptional time of company growth. ECI Comfort seeks qualified candidates to fill an Administrative Assistant position to support our Installation Manager and successfully oversee a multitude of projects to completion. The Administrative Assistants duties include developing and monitoring project schedules, invoicing, purchasing, and acting as the liaison between our project team and the client in order to achieve the highest level of quality and customer satisfaction.

The ideal candidate should possess a combination of mathematical, technical, and oral and written communication skills, as well as one or more years of experience in the contracting and or renovation industries. Additionally, the Administrative Assistant will be results-oriented, exceptionally organized, and be able to inject energy and enthusiasm into this role. Were looking for a take-charge individual who feels comfortable delegating tasks among employees and who can make changes to improve our offices efficiency and productivity metrics

The Administrative Assistant reports Monday through Friday from 8:00 am to 4:30 pm and would need to be available evenings and weekends when required. ECI offers a competitive salary, paid time off, health benefits, and opportunities for professional development in the HVAC and Green Building industries.

RESPONSIBILITIES

• Effectively oversee and coordinate the installation schedule
• Assist in creating and managing the budgets for each project, including supplies, materials, and labor
• Identify areas of improvement that will eliminate time waste, improve productivity while supporting safe work practices
• Keeps Salesman, Install Manager and GM informed of outstanding payment information and installation activity
• Assists the Installation Manager in organizing workflow for assigned projects
• Negotiate contract changes with customers before, during and after each project
• Assist with oversight of subcontractors and vendors to ensure quality standards are met
• Pursue continuing education in HVAC technology, old home renovation, and green building practices
• Identify and implement process performance improvements to standardize department procedures and workflow
• Ensure all paperwork for jobs are prepared for all installations
• Oversee the completion status of each job. Ensure all paperwork is filled out properly.
• Work closely with internal departments including Sales, Finance, HR, and Service
• Communicate with customers regarding project status/site readiness
• Effectively manage multiple projects from post-sales through installation completion.
• Work closely with the Department Managers to keep projects moving forward quickly while maintaining quality standards
• Work with Field Supervisors to manage projects within scope, schedule, and budget.
• Coordinate with warehouse staff to ensure all materials and equipment are available and ready for installation.
• Perform general clerical duties as needed, including filing, data entry, and billing
• Collaborate with site supervisors, installers, warehouse personnel, installation manager and project managers to achieve the highest level of customer satisfaction during and after installation

Qualifications

• Bachelors Degree in Business or 2+ years of Business Administration or Project Management Experience
• Experience at working both independently and in a team-oriented, collaborative environment is essential
• Technically competent and proficient with various software programs: Excel,
  Word, Outlook, Smartsheet, etc.
• Strong written and oral communication skills: In-person meetings, E-mail & Phone calls
• Must be able to learn, understand, and apply new technologies
• Incredible attention to detail is a MUST!