Job Description:

Description

Job Title: Administrative Assistant - Downers Grove, IL

About Us: 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 $800 million of construction projects per year with over 2,700 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 an Administrative Assistant in the Downers Grove, IL Office. In this position you will be responsible for a wide range of customer service and administrative duties.

Essential Job Duties and Responsibilities:

• Welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries


• Answer telephone, screen and direct calls


• Provide information to callers or take and relay messages, as needed


• Greet persons entering organization and direct to correct destination


• Deal with queries from the public and customers


• Provide general administrative and clerical support


• Receive and sort mail and deliveries


• Manage Field Time and submit to Corporate Office Weekly


• Run weekly job costs for managers as required


• Create checks via internal request


• Complete new hire paperwork with field or office people


• Distribute safety training videos, cards and any pre tasks


• Use Job Track to update hires, fires, lay-offs, Foreman contact updates, run reports, and phones


• Follow the company endorsed business process and best practices for dispatch and make recommendations on dispatch system/process improvements


• Maintain document retention strategy for retaining hard and electronic copies of service acknowledgements, work orders, and inspection report


• Maintain confidentiality of customer and employer information at all times


• Obtain Certificates of Insurance as required


• Manage monthly invoicing


• Manage office supply inventory


• Assist all office and field personnel as needed


• Perform other duties as directed

Qualifications:

• This position requires a proficiency in computer usage above basic Microsoft Office & Windows Skills. Must be tech savvy.


• Must be able to type 100 words per minute and be efficient in the use of computers.


• 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.


• At least 1 year of administrative


• Dispatching or scheduling experience with Technicians, Project Managers, etc.


• Proven experience in multi-tasking and doing several difficult tasks at once - incoming calls, scheduling, internal personnel, emails, tracking down information, etc.


• Must posses strong organizational skills.


• 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

Shambaugh & Son requires all employees [who will be required to work onsite, whether regularly or sporadically] to be vaccinated for COVID-19. This position will require the successful candidate to show proof of a complete COVID-19 vaccination. Shambaugh & Son is an equal opportunity employer and will provide reasonable accommodation to those individuals who are unable to be vaccinated consistent with federal, state, and local law.

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