Administrative Assistant

Shambaugh & Son, L.P.•Fort Wayne, IN

4d•Onsite

About The Position

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

Requirements

Must be proficient in Microsoft Excel, Word, Smartsheet, and Outlook.
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

Nice To Haves

Knowledge in IBM I, IBM iseries and Power Point is a plus.

Responsibilities

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.