Administrative Assistant, Mechanical Projects & Payroll

About Us

We provide industry-leading, end-to-end fire protection, mechanical, and HVAC services. Our skilled tradespeople work in virtually every market across the nation.

S.A. Comunale has been a local industry leader for end-to-end mechanical, fire protection and HVAC services for nearly 100 years. We offer our clients significant financial strength, unmatched bonding capability, an award-winning safety program, and large‑scale purchasing power. With 16 locations and over 1,450 employees, including 850 skilled tradesmen throughout Ohio, Pennsylvania, New Jersey, Kentucky, Maryland, and West Virginia, S.A. Comunale can work in virtually every market sector and facility type.

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Administrative Assistant - Mechanical

S.A. Comunale is seeking an Administrative Assistant to support our Mechanical division.

Provide comprehensive administrative support to the Mechanical Department, including general clerical and project‑based assistance. Coordinate meeting logistics by scheduling sessions, recording proceedings, and preparing and distributing meeting minutes. Serve as backup support for payroll processing and blueprint printing.

Maintain a professional company image through effective, courteous in‑person and telephone communication. This position requires a high level of attention to detail, with a strong emphasis on accurate data entry, organization, and clear communication.

Include the following. Other duties may be assigned.

• Perform general clerical duties including, but not limited to, photocopying, mailing, filing, and scheduling appointments.
• Record meeting minutes, generate and distribute summaries, and follow up on assigned action items.
• Provide backup support for weekly payroll processing for field and shop employees, ensuring accuracy and timely entry.
• Provide backup support for purchase order processing, including generating and reassigning POs, confirming and releasing orders, and monitoring back orders.
• Support Project Managers and the Mechanical Fabrication Manager with administrative and project‑related tasks.
• Generate change order requests and track status through completion and billing.
• Assist with mechanical and financial billing processes.
• Prepare various contract documents and ensure completion and proper documentation.
• Gather and compile required records and information necessary for billing.
• Assist with generating project submittals and monitor approval status.
• Assist in the creation and ongoing maintenance of Operations & Maintenance (O&M) Manuals throughout the project lifecycle.
• Produce various reports, summarizing and analyzing data as required.

• High School Diploma or GED is required.
• 3+ years’ clerical or administrative experience is required.
• Previous experience in the construction industry is a plus.
• Significant knowledge of Microsoft Office Software (i.e. Word, and particularly Excel) and Adobe Acrobat is required.

Equal Opportunity Employer/Veterans/Disabled