Construction Administrative Assistant / Backup Dispatcher

We are a single-source provider for end-to-end HVAC, plumbing, mechanical, building automation, and fire protection solutions. Our service offerings include regularly scheduled maintenance, as well as one-time repairs and emergency response, while our construction team can handle the mechanical requirements of clients in a diverse range of industries.

EMCOR Services Scalise Industries, a wholly owned subsidiary of EMCOR Group, Inc., is a premier single source provider of mechanical construction and service work in Pennsylvania and West Virginia. From testing and servicing to complex construction projects, EMCOR Services Scalise Industries utilizes their extensive expertise, trade knowledge, and resources to provide clients with integrated construction solutions that help them stay competitive in today's market.

Position:   Construction Administrative Assistant / Backup Dispatcher

EMCOR Services Scalise Industries seeks a Construction Administrative Assistant to assist the Project Management Team with administrative support related to their assigned construction projects. The Backup Dispatcher supports the Service Department with dispatch duties when the Service Coordinator/Dispatcher is on break, taking PTO, as requested by the Service Manager on an as needed basis.   The backup dispatcher is required to be familiar with all aspects of dispatching in order to service the department, the technicians and our customers for business continuity purposes.

Construction Administrative Assistant

Essential Duties and Responsibilities:

• Answer phones.


• Process incoming and outgoing mail.


• Provide administrative support to the Project Managers in the day-to-day processing of related paperwork required for their projects.


• Prepare and proof documents and correspondence, including letters, memos, faxes, transmittals, meeting minutes, change order proposals, submittals, transmittals, purchase orders, subcontract work orders, field work orders, and reports as needed.


• Set-up of Job Folders in the Shared Drive and on Bluebeam.


• Maintain accurate database of all files and logs for projects for document control.


• Track and update logs for change orders, submittals, equipment releases, and operation and maintenance manuals. 


• Maintain documents on project management sites that may be used by General Contractors (i.e., Procore).


• Research information requests from Project Managers.


• Prepare Operation and Maintenance Manuals prior to completion of projects as needed.


• Assist Project Managers on close-out paperwork for projects.


• Work independently and within a team on special, nonrecurring and ongoing projects.  On occasion be the liaison for special projects which may include planning and coordinating multiple tasks including communicating results.


• Assist other Construction Administrative Assistants as needed.


• May perform other duties assigned by supervisor.

Backup Dispatcher

 Essential Duties and Responsibilities:

 The Backup Dispatcher supports the Service Department with dispatch duties when the Service Coordinator/Dispatcher is on break, taking PTO, as requested by the Service Manager on an as needed basis.   The backup dispatcher is required to be familiar with all aspects of dispatching in order to service the department, the technicians and our customers for business continuity purposes.

 

• Organize and manage technicians’ daily work assignments.


• Receive, schedule and dispatch customer service calls.


• Maintain accurate customer, site, and call history information within computer system. Add and change customer site information as needed.


• Receive, scrutinize, and properly code daily service reports from technicians.


• Schedule and dispatch all work as required.


• Effectively manage customer inquiries/requests and communicate with appropriate company personnel, when necessary.


• Effectively communicate service problems, customer complaints and labor relations problems with the Service Manager.


• Forward information on additional work to proper personnel.


• Perform other duties that may be assigned if long term backup support is needed.

Qualifications:

• High School Diploma or GED


• Minimum of 1-3 years of experience in administrative duties and/or accounting data entry.


• Experience in the construction industry preferred, but not required.


• Proven knowledge and experience of Microsoft Office Software (i.e., Word and Excel).


• Experience in dispatching a plus.


• Experience using Bluebeam a plus.


• Experience using COINS ERP+ a plus.


• Detail-oriented, organized, efficient and accurate.


• Can meet deadlines, sometimes on very short notice.


• Ability to prioritize in a fast-paced multi-task environment.

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

 Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list positions at www.emcorgroup.com. Please check our open 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.

#scalise

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: 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.