Administrative Assistant

Do you want to pursue long-term work in an office setting? Are you excited to be a part of a flexible, tight-knit, and family-oriented environment?

As an Administrative Assistant, you will have the opportunity to utilize your excellent administrative skills by providing effective support to U.S. Mechanical’s office staff day in and day out through a variety of tasks including answering inbound calls, distributing mail, and partnering with Project Managers and the Estimating team to ensure all job invoices are handled properly. If you are a detail-oriented professional who is passionate about providing support to team members, please keep reading!

Are you:

INDEPENDENT WITH EXCELLENT TIME MANAGEMENT SKILLS. You consistently meet deadlines with little to no management or nudging from team members. You are able to perform well under competing deadlines and tasks by effectively prioritizing your day to ensure all tasks are completed in a timely manner.

RESOURCEFUL AND AN EFFECTIVE PROBLEM SOLVER. You ensure that nothing falls through the cracks and approach any challenge or issue with a calm demeanor. You analyze all factors of a situation to reach a clear resolution.

AN EXCELLENT COMMUNICATOR. You have strong interpersonal skills and the ability to build relationships by learning how to effectively communicate with team members in the office and in the field.

ESSENTIAL DUTIES MAY INCLUDE:

Within 30-90 days:

●Begins to integrate into the U.S. Mechanical’s culture, service history, core services offered, mission, core values, and operational procedures.

●Becomes familiar with all job-specific software and programs including but not limited to Excel and other MS Office Suite applications.

●Begins developing relationships with all team members including the Office Manager, Project Managers, Estimating team, and Leadership team. Becomes familiar with what the U.S. Mechanical Field team does day in and day out to learn how to best partner with each team member.

●Partners with the Office Manager to learn the ins and outs of the role including the process behind entering invoices, securing permits, applying for licensing, and other administrative tasks.

●By the 90-day mark: Is able to perform the majority of expected daily tasks and continues to partner with the Office Manager to learn how to conduct higher-level tasks.

6-12 months and ongoing:

●Independently completes 80% of daily tasks with minimal to no supervision from the Office Manager. Continues to partner with the Office Manager for the remaining 20% of higher-level tasks.

●Has developed an efficient process to complete daily tasks allowing for extra time in the day to complete other Ad Hoc tasks assigned by the Office Manager.

●Begins to identify gaps or inefficiencies in current technology, and processes & procedures set in place and recommends alternative solutions to create more efficiency within U.S. Mechanical’s office.

●Is 100% independent in the role and seen as a trusted/respected team member and meets with the Office Manager for an annual performance review.

EDUCATION, SKILLS & EXPERIENCE:

✔1+ years’ experience working in an office setting within the construction or related industry highly preferred

✔Proficient with various office equipment, computers, and various programs including MS Office Suite (Word, Excel, etc.) required    

✔High school diploma or general education degree (GED); or equivalent combination of education and experience required

✔Ability to work independently required

✔Working knowledge of QuickBooks and how to utilize it or other related Accounting software preferred

✔Wants to pursue a long-term part-time role required

WORKING HOURS:

Working Hours: Tues-Thurs 8:00am – 4:00pm (~24 working hrs/week). Potential opportunity for full time employment.

WHO WE ARE:

U.S. Mechanical started in 1995 with just two employees! Today we are a staff of more than 45 driven professionals who offer expertise that is focused on maximizing construction value and service. We specialize in plumbing and HVAC for commercial office, industrial warehousing, multifamily housing and more! Integrity, Quality and Service are the values that U.S. Mechanical is built on.

We do not just work hard; we like to have fun also! With a small team, we know it is important to take time off to be able to maintain the quality services we provide our customers. With an emphasis on family time, we respect our employees’ time at home and encourage our team to respect that time as well.

Job Types: Full-time, Part-time

Pay: $18.00 - $22.00 per hour

Schedule:

• 8 hour shift
• No nights
• No weekends

Experience:

• Customer service: 1 year (Preferred)

Work Location: In person