Administrative Assistant

Fidelity Mechanical Services, a premier provider of HVAC/Mechanical design, installation, and service throughout the Mid-Atlantic Region, is looking for an Administrative Assistant to join our growing team in Ashburn, VA! 

The Administrative Assistant will support the day to day tasks and responsibilities of the  Operations Department, as well as Project Managers on an as-needed basis. 

Main Responsibilities & Duties: 

• Assist with payroll processing, ensuring accurate and timely payment of employees
• Handle billing and invoicing procedures, maintaining precise records and following up on outstanding payments
• Support accounting tasks, such as processing expenses, maintaining financial records, and preparing reports
• Issue Purchase Orders and generate subcontractor agreements on behalf of the PM
• Obtain a list of equipment to price out from the PM. After obtaining the best price, request submittals on equipment for engineer approval 
• Obtain plumbing, HVAC, gas fitting, and other types of permits as required by jurisdictional codes
• Receive material takeoffs from the site foreman and send to appropriate vendors 
• Obtaining pricing from subcontractors for items such as air balance, insulation, garbage disposal, and water treatment during the finishing stages of a project 
• Request installation, operation, and maintenance manuals for all equipment pertaining to the project 

Preferred Education & Experience: 

• Strong communication and organization skills 
• Experience with GP & DocLink
• Experience working with purchase orders, invoices, subcontractor agreements, and submittals 
• 1-2 years of previous APM or Accounting experience would be a plus!
• Previous industry experience is also a plus! 

What We Offer In Return: 

• Competitive Pay 
• PTO & Company Holiday Pay 
• 401(k) with Company Match 
• Medical Insurance
• Dental Insurance
• Vision Insurance 
• Life Insurance 
• Disability Insurance