Administrative Assistant

Calvert Mechanical Solutions • Full-time • Towson, MD, US • $33.28k / year • 2w ago

About Us

A single source (HVAC, Plumbing, Electrical, ATC) contractor for commercial construction, maintenance, service, and repair.

Position Overview

We are seeking a detail-oriented and highly organized Administrative Assistant to join our team! This role plays a critical part in the day-to-day operations of our maintenance department by ensuring all preventative maintenance contracts are processed accurately, tracked efficiently, and renewed on time. The ideal candidate is proactive, tech-savvy, and capable of working independently while supporting cross-functional teams.

Key Responsibilities

· Preventative Maintenance Contract Management

· Review and verify all contract details, including dates, rates, tasks, equipment lists, man-hours, contact info, and billing addresses.

· Process all contract renewals, changes, and cancellations.

· Maintain a comprehensive contract database and physical files.

· Track contract expiration dates and coordinate reviews with management.

· Ensure accurate system entry for all new contracts and customers.

· Provide monthly man-hour logs and track payments.

· Assist in ordering and tracking maintenance materials and inventory.

· Generate and distribute reports related to contracts and labor tracking.

· Reconcile invoicing with service delivery and ensure proper posting.

· Backup Dispatch Support (As Needed)

· Answer incoming service calls and gather detailed information.

· Create and process work orders and dispatch technicians based on schedule, expertise, and location.

· Maintain and update the dispatch board and technician status.

· Complete service appointments with resolution details and time tracking.

· General Administration

· Greet visitors, manage incoming calls, and direct inquiries appropriately.

· Perform general clerical duties such as filing, faxing, and document preparation.

· Support purchasing, vendor management, and recruitment tasks.

· Participate in internal meetings and handle special administrative projects as assigned.

Qualifications

· Prior experience in contract administration, dispatch, or administrative support (HVAC or service industry experience a plus).

· Strong attention to detail and data accuracy.

· Proficient in Microsoft Office Suite and CRM or dispatch software.

· Excellent organizational and communication skills.

· Ability to manage multiple tasks and meet deadlines independently.

· Customer-service mindset with a team-oriented attitude.

Why Join Us?

· Stable, full-time work schedule

· Opportunity to grow in an administrative or operations role

· Friendly and professional work environment

· 401(k) matching

· Health, Dental, Vision insurance

· Health savings account

· Life insurance

· Paid time off

Job Type: Full-time

Pay: From $33,280.00 per year

Benefits:

401(k)
401(k) matching
Dental insurance
Health insurance
Health savings account
Life insurance
Paid time off
Vision insurance

Work Location: In person

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