About Us:
EMCOR Facilities Services (EFS), an EMCOR core business, services over 1 billion square feet of commercial space across the United States.  From corporate campuses to single sites, EFS provides a range of services that support mission-critical areas of financial services, manufacturing, pharmaceutical, transportation, and education sectors.

Job Title:  Administrative Assistant for EMCOR at Stanford Health Care (SHC) in Redwood City, CA.

Job Summary:  EMCOR Facilities Services (EFS) has an immediate need for an Administrative Assistant in Redwood City, CA.   This position will provide administrative support and project coordination to the Project Management Office Staff and directly report to the Business Manager.  Daily tasks include conducting research, preparing reports, and handling information requests.  Performs a diversity of project coordination duties, including composing correspondence, compiling, and maintaining reports, word processing, presentation edits and updates, spreadsheet creation and manipulation (emphasis on creating and manipulating spreadsheets).

This position uses some subject-matter knowledge and judgment to complete assignments consisting of numerous steps varying in nature and sequence.  The position selects from alternative methods and refers problems not solvable by adapting or interpreting substantive guides, manuals, or procedures.  Typical duties include assisting in a variety of administrative matters; maintaining a wide variety of financial or other records (stored both manually and electronically); verifying reports for accuracy and completeness; compiling information; and handling and adjusting complaints.

Duties and Responsibilities:

• Data entry of vendor invoices into AP system.
• Compilation and review of weekly payroll.
• Managing the onboarding process for all new hires.
• Managing the fleet vehicle database.
• Assisting with Administration of Vendor Records.
• Create/Submit Proposal and Estimates on projects.
• Assisting with Vetting of New Local Vendors.
• Maintain all Contact Spreadsheets, and Organizational Charts.
• Coordinate meetings both internally and externally; maintain calendars and/or daily schedules.
• Screen telephone calls distribute mail and update contact lists.
• Keeps accurate files of all office related issues, ensuring files are up to date and complete.
• Draft documents as needed.
• Assist safety tracking for techs and new hire orientations.
• Other assigned duties as required.

Qualifications:

• Successful candidate must have 2+ years’ work-related experience.
• High school diploma or GED is required.
• Excellent working knowledge of MS Office, Excel (using pivot tables), Outlook, SharePoint and PowerPoint
• Ability to take initiative and independently plan, organize, coordinate, and preform work in various situations where numerous and diverse demands are involved.
• Ability to organize and plan work and projects including handling multiple priorities.
• Strong interpersonal skills and customer service skills.
• Ability to make independent decision and exercise sound judgement.
• Ability to compile, write and present reports related to program or administrative specialty.
• Experience with JD Edwards Enterprise One, a plus.
• Strong organization skills.

Physical Requirements / Working Conditions:
Work is performed in a typical office environment with standard equipment and tasks. There may be some walking, standing, bending, and carrying of light items such as papers and books.  No special physical demands are required to perform the work.  Some local travel may be required.

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success.  Equal Opportunity Employer/Veterans/Disabled

Compensation Range:  $32 / hr. - $37 / hr.

Other Compensation:  N/A

Benefits:  We are committed to providing employees a comprehensive benefits package which includes medical, dental, and vision coverage, along with health savings and flexible spending accounts, life insurance, disability, a 401(k) Savings Plan, College Coach and employee assistance program.

Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine. 

 EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR’s normal application process – it is probably fraudulent. 

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