Administrative Assistant

Shambaugh & Son, L.P.•Kalamazoo, MI

51d•Onsite

About The Position

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, LP is looking for an Administrative Assistant. In this position you will be responsible for assisting with all areas of the Fire Fabrication Shop. #shambaugh #PPF #LI-TS #LI-onsite

Requirements

High School Diploma or equivalent
3-5 years minimum of administrative office experience
Strong verbal and written communication skills
Dependable
Advanced knowledge of Microsoft Word and Excel
Must be able to multi-task and be very organized
Must be a self-starter and able to work with diverse group of construction personnel
Proficient with time management
Regular and reliable attendance, including the ability to work extended hours and weekends as required

Nice To Haves

Lotus Notes experience preferred, but not required

Responsibilities

Communicate daily with designers, superintendents, fab supervisors, and the fab manager regarding IRTs, foreman's kits, and related questions.
Receive IRTs via email/call-ins, address questions with relevant personnel, confirm completion, track delays, schedule LTL/UPS pickup, provide tracking updates, and coordinate truck loading for site delivery.
Process incoming kits by printing drawings, stamping, printing stock lists/label files, and uploading ITF files.
Log in dates, weights, and welds into job track; maintain an updated truck schedule; send weekly stock list request emails to designers; and communicate on stock list errors.
Take to the fab floor for pulling and loading
Maintain attendance records, employee files, weekly attendance sheets for supervisors, log/print employee badges, and distribute checks to supervisors/employees.
Assist HR with obtaining benefit paperwork for current/new hires, setting up and following up on interviews, processing reviews/raises, processing new employees/paperwork/benefit video viewing, and assisting the HR department with needed employee information.
Answer incoming calls, order office supplies, and maintain various division file information (timesheets, project archives).
Scan all shop employee timesheets and wage slips to the payroll department.
Assist the fab manager and supervisors as needed
Other assigned duties.