Office Assistant

Bartingale Mechanical is a dynamic and forward-thinking company that prides itself on delivering innovative solutions to our customers. Our team is diverse, passionate, and dedicated to making a positive impact in the industry locally, regionally and nationally. We value relationships. We plan and execute work safely. We seek individuals who understand the best ideas come from collaboration and diverse perspectives. We are driven by a relentless desire to grow, innovate, and excel.

The Office Assistant is responsible for administrative tasks in support of Bartingale Mechanical team, ensuring seamless coordination across multiple functions, including general inquiries, administrative tasks, permit handling, documentation management, billing assistance, coordination of events and meeting minutes. This role demands versatility, proactive problem-solving, and excellent organizational skills to support smooth business operations and project consistency. Collaborates closely with department leaders to enhance operational efficiencies and company initiatives.

As the Office Assistant you will:

• Serve as the professional representative for Bartingale Mechanical, creating a positive impression by managing incoming calls with efficiency, providing accurate information and directing inquiries as appropriate.
• Coordination and support with mail, supplies, scanning, photocopying, filing, and document organization.
• Taking notes during meetings and distributing to relevant stakeholders for follow-up action.
• Permit Coordination - assisting with obtaining and tracking required permits for job sites.
• Submittal and Close-out - Assist with assembling and delivering submittal packages and close out packages for project work.
• Warranty Tracking on completed projects or installed system to ensure correct documentation.
• Assisting General Manager and leaders compiling technical information and compliance documentation for projects.
• Providing contract billing assistance, resolving billing issues, and answering related questions as needed.
• Supporting leaders with documentation and system audits for data consistency. Supports the documentation transfer process and ensuring job folder standardization for consistency, including review of system folders to ensure accuracy for projects, service and controls.
• Ensuring company software is up to date and organized (CRM systems, proposal logs, etc.).
• Assisting with team member onboarding and coordination of union drug testing as needed.
• Collaborating with department leaders to identify operational efficiencies and develop plans for improvement, including support for SOPs (Standard Operating Procedures).
• Coordinating company-wide events, such as safety meetings, holiday parties, and team-building events.
• Planning and organizing community outreach events, trade shows, and similar activities. Facilitating travel arrangements for staff (e.g., flights, hotels, etc.).
• Other duties as assigned.

Experience/Education Requirements:

• One-year experience in a complex business office and ability to work in a fast-paced environment.
• Strong grammar and proofreading skills; exceptional accuracy and attention to detail.
• Proficiency with Microsoft Suite products; especially Word, Excel and Access.
• Able to be flexible to adapt to changing priorities and attention to details.
• Excellent written and verbal communication skills.
• Valid State Driver's License and as needed, travel to project sites, training or events.
• Construction industry experience is preferred.

Why Join our Team:

• Safety: You are part of a team that practices safety first in all we do.
• Innovative Culture: Where all ideas are valued and new concepts are encouraged, ensuring continuous growth and out-of-the-box thinking.
• Onboarding: Coordinated support to ensure integration into the company, complete understanding of role and team members,
• Collaborative Environment: Join a collaborative workspace where support and open communication are the foundation, leading to stronger relationships and teams.
• Continuous Learning: Access to resources and opportunities for day-to-day learning, and professional development
• Community Engagement: We encourage and support community involvement and volunteer work, providing opportunities to give back and make a positive impact in their communities
• Impact: Be a part of a company that makes a difference, both the in market and in the community.

We offer compensation in line with experience and excellent benefits including:

• Paid Time Off/Holidays
• Four medical plan options, vision and dental
• 401K with company match, Employee Stock Purchase Plan, Profit Sharing
• Short and Long-Term Disability (Company paid)
• Robust training and development opportunities