Administrative Assistant

Who We Are  

Shambaugh & Son L.P., a wholly-owned indirect subsidiary of EMCOR Group, Inc., is a customer-driven, single-source, self-performing construction/engineering firm.  We specialize in the Design-Build method of construction resulting in fast-track delivery of the project improvements to our customers. We are one of the largest specialty contractors in the U.S. and the only one with all eight M.E.P (Mechanical, Electrical, Process, Automation, Refrigeration, HVAC, Plumbing, and Fire Protection) design and installation capabilities in-house.  We perform more than $1 billion of construction projects per year with over 3,000 employees throughout 50 states from our home office in Fort Wayne, Indiana.

Our success has been driven by our ability to attract and retain dedicated, knowledgeable and seasoned professionals to become part of the Shambaugh team, as we continue to build on our 90+ year Shambaugh success story. 

At Shambaugh, we recognize people as our most important resource and it is our mission to produce the industry’s highest level of quality services and productivity on every project in order to develop repeat customers, maximize return on investment, and provide professional growth opportunities for people in the organization. 

Job Summary 

Shambaugh & Son, L.P. is seeking a Fire Protection Service Administrative Assistant.  In this position, you will be responsible for performing a wide variety of customer service and administrative duties required to prepare fire protection inspections, confirm and manage customer information, closeout of service and inspection job, prepare billing information, support sales, office and field personnel.

Essential Duties and Responsibilities 

• Responsible for inspection and billing preparation, and information verification and retention
• Utilize accounting system to pull work order numbers
• Utilize Building Reports for administrative support tasks
• Receive customer requests for service in a professional manner, obtaining needed information to dispatch the calls efficiently to appropriate personnel
• Follow the company-endorsed business process and best practices and make recommendations on system/process improvements
• Validate technicians debrief information on service tickets and perform invoicing preparation daily/weekly
• All completed service requests are to be debriefed and submitted to the Billing Specialist weekly within one week of the service date.
• Assist with processing payroll – approve timesheets and send to payroll
• Maintain document retention strategy for retaining hard and electronic copies of service acknowledgements, work orders, inspection reports, as well as internal agreements and customer documentation
• Always maintain confidentiality of customer and employer information
• Perform other duties as directed

Qualifications 

• Proficiency in computer usage above basic Microsoft Office and Windows skills. Must be tech savvy
• Experience with AS400/Trueline accounting system a plus
• Must be able to retain training in an organized fashion to be successful
• Good understanding of Excel spreadsheets and Creating of Tables
• Dispatching or scheduling experience with Technicians, Project Managers, etc. a plus
• Proven experience in multi-tasking and doing several difficult tasks
• Must be organized, self-motivated, and a strong work ethic
• Professionalism in email and over the phone
• Work hours minimum of 7:00am – 4:00pm

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 process -- it is probably fraudulent.

Shambaugh is deeply committed to a policy of equal employment opportunity for all its job applicants and employees.  We seek to employ qualified persons in all job classifications and to administer all personnel actions affecting our employees without discrimination on the basis of race, color, religion, sex, pregnancy, age, national origin, sexual orientation, gender identity, political ideology, ancestry, or genetic information.  Individuals with a disability, disabled and other protected ve