What are the responsibilities and job description for the Administrative Assistant - Accounting position at Midwest Sprinkler Corporation?
About Us:
Midwest Sprinkler Corporation is located in Louisville, KY and became a division of S.A. Comunale Co., Inc., an EMCOR Company in May 2025. S.A. Comunale has been an industry leader for end-to-end mechanical, fire protection and HVAC services for nearly 100 years.
We offer our clients significant financial strength, unmatched bonding capability, an award-winning safety program, and large-scale purchasing power.
With 80 employees, including 60 skilled tradesmen, Midwest Sprinkler Corporation can work in virtually every market sector and facility type.
Job Title: Administrative Assistant - Accounting
The primary function of this role is to provide administrative support to the Branch Manager and Controller. This position reports to the Branch Manager and will require a close working relationship with the Branch Manager, Controller and Office Manager.
This job requires the ability and desire to work in a fast-paced multi-tasked environment with a focus on administration, organization, reporting, data management and customer service.
Essential Duties / Responsibilities:
Other duties may be assigned.
- Keep current on all PO’s to stay up to date on Inspection and T&M billing and Service Contract Billing.
- Back to Office Manager for Contract / Monthly AIA Billing.
- Monitor all Change Orders and communicate with Sr. Design Layout Technician in doing so.
- Complete payment lien waivers that are emailed to receive payment.
- Complete process of new job account set up.
- Oversee job list maintenance and review open jobs weekly to ensure prompt billing.
- Add new contracts to the monthly billing schedule.
- Request COI for new contracts and stored materials as needed for billing.
- Monitor the completion of new hire training & safety videos.
- Keep safety subcontractor up to date.
- Oversee and complete vehicle and job site insurance claims.
- Complete worker’s compensation claims.
- Complete all required pre-qualifications forms for contractor’s prequalification’s and keep current as needed.
- Vendor compliance – GRMS, Building Connect, Exostar, etc.
- Assist the Office Manager as needed with certified payroll forms and industry advancement forms, including request for payments.
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 accommodation may be made to enable individuals with disabilities to perform the essential functions.
Education / Work Experience:
- High school diploma or GED is required.
- 3 years of administrative experience is required.
- Experience working with an accounting team is required.
- Previous experience in the construction industry is a plus.
- Ability to efficiently find, access, and complete online research tasks is required.
- Strong experience in Microsoft Excel is required.
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. Equal Opportunity Employer/Veterans/Disabled.
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.
Experience
Required- Experience working with an accounting team.
- 3 year(s): Prior administrative assistant / office experience.
- Strong intermediate skills in Microsoft Excel.
- Previous construction industry experience.
Education
Required- High School or better
- Associates or better
Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.