Administrative Assistant

We are one of the largest mechanical, electrical, and plumbing contractors in Indiana and among the preeminent specialty contractors in the nation. We specialize in a full range of new and retrofit construction for industrial, food processing, commercial, institutional, healthcare, pharmaceutical, and bio-fuel projects.

Shambaugh & Son is looking for an Administrative Assistant to assist the Mechanical Service Operations team.  This individual will fulfill the groups needs in providing day-to-day operations and clerical support for the division. 

#shambaugh #LI-TS #-Onsite

• Accurate typing of correspondence including, but not limited to, proposals, transmittal letters, quotations, bids, and other misc. typing tasks. 
• Sort, distribute and prioritize mail. 
• Ensure that work orders are entered into the dispatch system to allow accounting functions and job charging on fast-paced projects and work order logbooks are maintained in administrative areas for easy access to work order numbers. 
• Check for accuracy and turn in all Contract Information Sheets, Change Event forms, Bid Maintenance forms, warranty forms, etc., to Accounting in a timely manner so that information can be entered into the job cost system, and distribute electronic copies accordingly.  
• File and organize invoices and time and material forms.  
• Weekly audit of field employee timesheets. 
• Coordinate and process new hire forms and safety orientation for new employees. 
• Ensure that all assigned company vehicles are documented and current with vehicle numbers, license plates, registrations, and insurance cards. 
• Ensure that all company cells phones, gas cards, and computers are recorded and audited. 
• Assure that contracts and POs are logged in the "Contract Log" upon receipt from Owner, file made, and original contract is properly filed.  
• Other duties as needed.

• Must be proficient in Microsoft Excel, Word, Smartsheet, and Outlook.  
• Knowledge in IBM I, IBM iseries and Power Point is a plus.  
• Regular and reliable attendance (7:00 a.m.- 4:30 p.m.) Monday through Friday. 
• Strong written and verbal communication skills to interact with employees. 
• Strong organizational skills with the ability to prioritize, multitask, and maintain an organized office environment. 
• Regular and reliable attendance, including the ability to work extended hours and weekends as required

Please review our Affirmative Action Policy.