EMCOR Facilities Services, Inc.
Job Title: Administrative Assistant
Reports to: Facilities Director
FLSA Status: Non exempt
Summary: Provides general office duties to support the EMCOR Facilities Services account at The University of New Hampshire. Compiles and maintains records of business transactions and general office activities of establishment by performing the following duties.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
? Responds to telephone calls and greets visitors. Directs calls, takes messages and
provides customers with routine information.
? Assists in organizing weekly, monthly meetings and other events as needed with
minutes as required.
? Provides support to Facilities Director with corporate, client and vendor
reporting, safety compliance and quicker database maintenance.
? Supports recruiting efforts.
? Maintain employee personnel, and training records.
? Prepare Weekly Payroll, track and maintain paid time off reports.
? Operates / Maintains office machines such as computers, phones, adding, and
calculating, facsimile and copying machines.
? Coordinate IT requests.
? Opens and routes incoming mail, answers correspondence, and prepares outgoing mail.
? Purchases and maintains office supplies.
? Creates PO’s in JD Edwards financial program, code/process invoices for approval
and payment, provides financial reporting support.
? Submits uniform requests for technicians.
? Maintains Computerized Maintenance Management System (CMMS) database including
equipment history and status, generation of work orders, management of budget
projection data, inventory-tracking systems, purchasing module and overall
operation of CMMS system.
? Supports business operations to ensure that all work is completed in accordance
with the EFS Business System Standard Operating Procedures and Work Instructions.
? Maintain and update as necessary the Local Work Instructions files.
? Process all cell phone requests and cancellations.
? Vendor management, contract administration.
? Request and maintain certificates of insurance.
? Gather information in order to produce the Monthly Operation Review Report.
? Maintain performance logs for both Siemens and Solar Turbines.