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 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 
• Request installation, operation, and maintenance manuals for all equipment pertaining to the project 

Preferred Education & Experience:

• Strong communication and organization skills 
• 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! 

Why You'll Love Working Here: 

• Competitive Pay and Benefits package
• Health and Wellness: Comprehensive medical, dental, and vision plans to keep you and your family covered, including free preventative care and affordable prescription options. 
• Life & Disability Insurance: Company-paid life insurance and disability coverage, with options to enhance your benefits. 
• Retirement Savings: 401(k) plan with a generous company match to help secure your future, with immediate vesting. 
• Paid Time Off: Enjoy paid holidays and a PTO plan that grows with your years of service. 
• Extra Perks: Flexible Spending Accounts, Employee discounts, and 24/7 confidential support through our Employee Assistance Program.