What are the responsibilities and job description for the Office Manager - Reading position at Emcor?
About Us:
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 12 locations and over 950 employees, including 600 skilled tradesmen throughout Ohio, Pennsylvania, New Jersey, Maryland, and West Virginia, S.A. Comunale can work in virtually every market sector and facility type.
Job Title: Office Manager
Primary duties include making sure the daily, weekly, and monthly tasks below are completed in a timely fashion by the appropriate administrative assistant and to assist as needed to the Vice President of Reading Branch, Service Manager, Design Manager, and Shop Supervisor on a at needed basis with tasks.
Essential Duties / Responsibilities:
Include the following. Other duties may be assigned.
- Payroll – complete weekly for Contract, Service, A&D and bi-weekly for Inspectors and Office staff.
- Jobs to Bid – review with Salesman to add/remove jobs and submit to corporate weekly.
- Run weekly job reports, lift reports and ops report.
- Change order tracking log – prepare for ops meeting.
- Manpower schedule for Contract & Service, submit to corporate weekly.
- Change Orders – monitor re-budgets.
- Review delivery schedules for deliveries from corporate and Reading.
- FMS Entries & Updates – print and review during ops meeting.
- Attend weekly design meeting and get updates from designers on current and upcoming projects.
- Attend weekly project manager meeting and get updates on job statuses to prepare for ops report and address any issues.
- Attend weekly admin meetings to keep tasks on track.
- Attend weekly meeting with service team to review service tickets, SFU’s, quotes, service contracts, etc.
- Inventory postings.
- Order office supplies as needed to ensure full stocked of necessary items.
- Review closing calendar dates with all personnel on a monthly basis.
- Ensure that all A/P invoices are up-to-date with admins.
- Ensure appropriate tickets are closed on a monthly basis.
- Run the WIP Report on a monthly basis.
- Monitor the branch checking account.
- Accruals – check with admins if there are any issues.
- CIP Report – review on a monthly basis.
- Ensure all inventory transactions have been posted by due date.
- Attend monthly meeting with inspection team to review outstanding inspections & upcoming monthly inspections.
- Monitor Tool Box Talks to ensure all field personnel are completing and turned in on time.
- Oversee AIA Billings weekly.
- Request any insurance requests, W9 or Worker’s Compensation request sent to corporate.
- Bond request sent to corporate.
- Monitor target money timesheets.
- Monitor fitters/inspections certifications for who has what, expirations, renewals, needed classes, etc.
- Review expense reports with Branch Manager for approval for corporate.
- Complete new vendor set-ups and subcontractors.
- Issue credit memos.
- Maintain employee’s calendar and schedules that includes vacation, sick, out-of-office meetings, etc. to ensure tasks are covered at all times.
- Coordinate with Corporate Trainer for any training needs.
Qualifications:
To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
S.A. Comunale Co., Inc. requires all employees who will be required to work onsite, whether regularly or sporadically to be vaccinated for COVID-19. This position will require the successful candidate to [obtain/show proof of] a complete COVID-19 vaccination. S.A. Comunale Co., Inc is an equal opportunity employer, and will provide reasonable accommodation to those individuals who are unable to be vaccinated consistent with federal, state, and local law.
Education / Work Experience:
- High School Diploma or GED is required.
- 7 years’ administrative experience is required.
- Construction industry experience is required.
- Previous accounting experience is required.
- Prior office management experience is required.
- Ability to travel when required.
Computer Skills:
- Computer Skills: Significant experience with Microsoft Office applications (e.g., Word, Excel, PowerPoint).
- Knowledge of general office machines and telephone systems is required.
We offer our employees a competitive salary and comprehensive benefits package and are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled.
