USM, An EMCOR Company Administrative Assistant in College Point, New York

Job Description

About Us:

Welsbach Electric Corp. is a wholly-owned subsidiary of EMCOR Group, Inc. EMCOR is the world's leading provider of mechanical and electrical construction and facilities services, including planning, consulting, and operations and maintenance.

Welsbach Electric Corp. is one of the largest electrical contractors in New York City. For over a century, the company has specialized in outdoor electrical construction and maintenance for government agencies, utilities, and private enterprise. As a subsidiary of EMCOR, Welsbach has the financial resources to undertake and bond projects of any size and duration.

Job Title: -- Administrative Assistant

Job Summary: --

The ideal candidate will be responsible for assisting the Vice President of Industrial & Commercial with information management support. The ideal candidate must be able to help the VP efficiently manage his workload, have strong analytical thinking skills, and an excellent ability to multi-task. Responsibilities within the company will be added to this position with continued experience and growth Must be reliable, punctual, organized, and have demonstrated ability to juggle multiple priorities in a very busy office. Excellent interpersonal skills, pleasant phone manner, typing ability (data entry), and familiarity with Word and Excel are required.

Essential Duties and Responsibilities: --

Include the following. Other duties may be assigned.

  • Manage VP’s workload, act as a gate keeper and internal/external contact.

  • Conserve VP’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.

  • Prepare VP for meetings, i.e. researching organization/individuals, and potential business opportunities.

  • Create and maintain an organized filing system of all information and records for VP’s reference.

  • Maintain VP’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.

  • Ability to think analytically and represent VP in his absence or emergency situations.

  • Attend meetings on behalf of VP and record meeting minutes.

  • Prepare reports by collecting and analyzing information.

  • Maintain confidentiality of company information.

  • Monitor tasks delegated by VP to staff and follow up on results to ensure work is completed and deadlines are achieved.

  • Comply with I.S.O. 9000:2008 operations work instructions, contracts, safety program, and Company established policies and procedures.

  • Provide periodic updates on relevant government policies and legislations, i.e. OSHA and safety standards.

  • Escalate critical and/or sensitive issues to the VP with recommendation for resolution.

  • Perform additional assignments as required by the company or as directed by executives.

Qualifications: To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


  • Three to five years working in a secretarial job, supporting upper level management/executives.

  • Working knowledge of the construction industry, operations management, and safety practices.

  • Working knowledge of federal contractor operating regulations and guidelines.

  • Bachelor’s Degree preferred.


  • Administrative writing and reporting skills

  • Excellent organization, communication, and interpersonal skills

  • High-level experience of staff management

  • Scheduling and time management skills

  • Strategic, analytical, and multi-tasking skills

  • Presentation skills

  • Travel logistics


  • Must demonstrate proficiency in Microsoft Office applications, (i.e. Word and Excel).

  • Working knowledge of project and financial software a plus.

  • Working knowledge of LOTUS NOTES electronic mail a plus.


The requirements listed below are representative of characteristics and demonstrated capabilities sought to perform this job successfully.

  • Must demonstrate integrity, honesty, professionalism, and appropriate concern regarding dissemination of sensitive and confidential information.

  • Must have the ability to make sound decisions and produce accurate and timely results in mind.

  • Must prioritize and organize work in a fast paced multi-task environment.

  • Must monitor and analyze data and solve problems on a tactical and strategic level.

  • Must build positive working relationships with multiple levels of employees, management, suppliers, and customers.

  • Must demonstrate commitment to company values.

LANGUAGE SKILLS Must have the demonstrated ability to effectively communicate in English, cooperate, and collaborate with multiple levels of customer, employees, unions, government agencies, vendors and suppliers, and other contractor organizations.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, see, talk, and hear. The employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. The employee is regularly required to walk, reach with hands and arms, climb or balance and stoop, kneel, crouch, or crawl. The employee may occasionally lift and/or move up to twenty-five (25) pounds. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

While performing the duties of this job, the employee is regularly required to commute to field locations. The employee must have the ability to navigate around job site locations.


The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly exposed to VDT's. The employee may be exposed to moving mechanical parts, fumes or airborne particles and outside weather conditions. The noise level in the work environment is usually moderate to loud.

We offer our employees a competitive salary and comprehensive benefits package and are always looking for individuals with the talent and skills required to contribute to our continued growth and success. EOE M/F/Vet/Disabled

Job Title: Administrative Assistant

Date Posted: 6/8/2016

Location: College Point, NY

Job Type: Full-Time Regular

Position Id: EB-8172637715