Administrative Assistant

B-G Mechanical, an HVAC mechanical contractor, is looking for an Administrative Assistant to provide administrative and clerical support to the President of Construction, Vice-President of Estimating, and all Project Managers.

Essential Job Functions

• Review new contracts for distribution and request bond and insurance information; prepare contract folders, mail/email signed contract to GC with all requested information; review returned executed contracts for all signatures and seals.
• Review insurance certificates annually to see what needs to be renewed and/or cancelled. Request new insurance certificates as needed.
• Complete paperwork for OCIP or CCIP insurance programs for projects requiring this type of insurance.
• Maintain valid licenses for company and officers.
• Prepare all the information needed for bids. Assist Estimating as required.
• Update and complete all company information needed for pre-qualifications including all safety information on client’s website.
• Complete RFQ documents to be approved for potential projects.
• Update annual state (MA & CT) and other certification reports.
• Keep Update Statements for MA and CT current with completed and new projects to submit with bids.
• Maintain the database for all projects (current & completed) with Owner, Architect and GC information, contract price w/change orders and extending end dates.
• Maintain database for all project descriptions.
• Set-up files for Project Managers and Foreman; box old files for storage.
• Arrange deliveries for jobsites between trucking companies and Foremen and/or Project Managers.
• Maintain database and input information needed for UPS shipments with UPS World Ship website.
• Type Valve Tag Charts and insert them into frames for display at completed jobs; order frames.
• Order all forms needed in the field.
• Prepare PowerPoint presentations as needed.
• Use Adobe Acrobat Pro for completing documents.
• Review who is eligible for service awards annually.
• Other duties as assigned.

Requirements

• High school diploma, additional college or business certification is valuable
• 3-5 years of experience working in an administrative role, preferably in the construction industry
• Ability to prioritize and complete necessary administrative tasks in a fast-paced, customer service environment.
• Computer experience of Microsoft Office products (Word, Excel and PowerPoint)
• Excellent time management, organization, and communication skills are required
• Must work well in an individual and team environment.T

This is an exciting opportunity for an organized individual to join our team. We offer a competitive compensation and benefits package. If you meet the requirements above and are interested in this position, please submit your application along with your resume.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Administrative Assistant: 1 year (Preferred)
• Microsoft Office: 1 year (Preferred)

Work Location: In person