Administrative Assistant

Company Overview:
Administrative Assistant

USA Mechanical & Energy Service has been in business for over 21 years and is a top-rated HVAC-R service company. USA Mechanical & Energy Services continues to be a family business built on a reputation of dependable, quality, and trusted service completing projects on schedule. We are a full-service mechanical contractor providing 24/7 HVAC Service & Maintenance.

In September 2021, the company partnered with Orion Services Group, a private equity-backed company focused on acquiring leading commercial field services companies in HVAC, landscaping, and other essential service industries. Orion partners with world‑class, founder‑owned service providers to build industry‑leading platforms that perform the essential services that keep America running. With their People‑First approach, they aim to foster an environment in which the best talent and field technicians call home.

As an Administrative Assistant, you will be a key team member responsible for ensuring administrative processes are organized, efficient, and aligned with company policies and procedures. This role plays a critical part in maintaining a high‑quality day‑to‑day business operation.
This position will be in‑house Monday to Friday in our East Granby CT Office.

• Assign weekly safety training in Astra University.
• Manage fleet, repairs, fuel cards, and review inspection documents.
• Order and distribute uniforms.
• Maintain Microsoft forms and add new ones.
• Maintain Office supply review and orders.
• Assist project managers in closing out documents and permits.
• In charge of updating the phone list.
• Manage and update social media.
• Manage monthly and quarterly newsletters for employees and customers.
• Update employee birthday cards.
• Update safety portals.
• Order safety materials and harnesses for new hires.
• Manage sales lead links, employee referrals, and material delivery links.
• Other job duties as needed.

• Professional customer‑facing demeanor while performing daily responsibilities.
• Strong presentation and customer‑relationship skills.
• Exceptional people skills and a team player mindset.
• Creative critical‑thinking skills.
• Resourceful, independent, and self‑motivated.
• Ability to adjust to changing workflows and demands.
• Flexibility to travel locally.
• Strong MS Office skills, including Excel, Word, PowerPoint, and Microsoft Forms.
• Experience managing business social media (Facebook, Instagram, Linked In, Constant Contact, Hootsuite, Canva).
• Benefits include 401(K) with employer contributions, PTO, paid holidays, long‑term disability, short‑term disability, hospital indemnity insurance, critical illness insurance, pet insurance, and multiple annual employee appreciation events.

USA Mechanical & Energy Service is proud to be an Equal Employment Opportunity employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.