About Us:
Mechanical Services of Central Florida, Inc., (MSI) is a wholly-owned subsidiary of EMCOR Group. Inc. EMCOR is the world’s leading provider of mechanical and electrical construction and facilities services, including planning, consulting, and operations and maintenance. MSI designs, builds, operates and maintains commercial heating, ventilation and air conditioning systems that provide healthy, productive and efficient working environments. With over 320 of the region’s most highly trained HVAC specialists and professionals, we have unmatched resources available to support the needs of our clients through every phase of their ownership cycle.
Job Title: Projects Coordinator
Job Summary: Perform a wide range of administrative and office support activities for the department and/or managers and supervisors to facilitate the efficient operation of the organization.
Essential Duties and Responsibilities:
- Assists Project Managers with the planning, administration, financial accounting and reporting of projects.
- Provides administrative support in form of, typing, filing, emailing, correspondence routing and all administrative functions.
- Writes POs for Project Managers and Field Employees.
- Review all invoices prior to Project Managers signatures.
- Over sees and handles all facets setting up and maintaining job files.
- Prepares Submittal Manuals and Payment & Performance Bonds if required by customer.
- Prepares any close out documents requested and Operation & Maintenance Manuals if required by customer.
- Over sees and initiates billing for jobs in process and any required Pay Applications by the customer.
- Follow through with payroll questions from Accounting regarding time-cards.
- Keep track of Accounts Receivables and follow through with past due notices, notice of non-payments and liens. Work with and communicate with Project Manager.
- Ensure all necessary permits are requested and obtained and call inspections as requested by Project Manager or Field Employee.
- File and track Notice To Owners, making sure they are issued on time.
- Issuing Certificates of Insurance when opening job or when requested.
- Prepare WIP Reports for Project Managers at the end of the month.
- Initiate Warranty Letters when required and distribute in Warranty book and copy to Service Group.
- Make travel arrangements/accommodations for Project Manager and Field Employees on out of town jobs or business related.
- Update AR weekly with report from accounting system and move amounts over to right columns according to past due days.
- Communicate with Project Managers and Project Administrators as to any changes or updates concerning Projects.
- Attend weekly AR meeting to review status and collection activity.
Qualifications:
- A minimum of seven (7) years experience as an Administrative Assistant/Project Coordinator in the field of construction.
- Knowledge of construction forms and permits.
- Contract and Time & Materials billing experience are a plus.
- Advanced computer skills and proficiency in Microsoft Office programs – Excel, Word and PowerPoint.
- Excellent attention to detail.
- Strong written and verbal communication skills.
- Ability to perform simple mathematical functions such as addition, subtraction, multiplication, division, averages and percentages.
- Effective time management skills and the ability to excel in a fast-paced environment.
- Excellent customer service skills.
- Strong administrative skills.
- Strong results-orientation and the ability to meet deadlines.
- Ability to define problems, collect data, establish facts, and draw valid conclusions.
- Must be highly organized and able to work independently with minimal supervision.
- Strong interpersonal skills and the ability to work well within a team environment.
Mechanical Services of Central Florida, Inc. requires all employees who work onsite to be vaccinated for COVID-19. This position will require the successful candidate to show proof of a complete COVID-19 vaccination. Mechanical Services of Central Florida, 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.
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
Qualifications
Experience
Required– 7 years: Prior employment as an administrative assistant in the construction industry.
