Administrative Assistant

Job Description

McCloskey Mechanical Contractors, Inc. is looking for an Administrative Assistant for the HVAC Service Department.

The following are requirements and daily tasks that will be performed by the right candidate.

• Must be able to multi-task, with little direction, set priorities, and be detail-oriented and self-motivated.
• Support the Service Manager with data compilation reporting, Excel spreadsheets and statistical information.
• Have experience with Microsoft Office.
• Maintain business continuity and flow of scheduled work.
• Write, edit, and proofread correspondence and documents.
• Works as a team member on projects, assignments, and tasks.
• Work with Contractors and Project Managers.
• Work with Government Liaisons.
• Have exceptional ability to problem solve and make decisions independently and prioritize workflow.
• Remain calm and courteous when dealing with difficult situations involving customers and employees, solving issues, concerns and difficult situations.

• Applying for Permits and Scheduling Final Inspections; experience is a plus.
• Government Contract fulfillment and bidding process; experience is a plus.
• Demonstrate professional and interpersonal relationship skills.
• Report to National Service Operations Coordinator.
• Scheduling and Dispatching of Service Technicians using the Foundation database.
• Answering phone calls.
• Creating work orders, and working with Company Software for dispatching, creating invoices, etc.
• Demonstrate strong customer service problem solving skills and decision-making.
• Demonstrate skills showing initiative, personal responsibility, and accountability.
• Strong working knowledge of managing two-way communications.
• Ability to handle multiple tasks simultaneously and maintain composure under pressure in a fast-paced environment while meeting deadlines.
• Demonstrate speed and accuracy in the completion of tasks.
• Maintain a "can do" attitude.
• A team player who contributes and works with others to accomplish results.