Administrative Assistant Calvert Mechanical Solutions - 4.1 Towson, MD Job Details Full-time From $33,280 a year 21 hours ago Benefits Health savings account Health insurance Dental insurance 401(k) Paid time off Vision insurance 401(k) matching Life insurance Qualifications Customer communication Teamwork Filing Administrative experience Attention to detail Clerical experience Full Job Description 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