Special Projects Administrative Assistant

Sargent Electric•Pittsburgh, PA

7d•Hybrid

About The Position

Sargent Electric is a leading specialty contractor focused on electrical, instrumentation, wireless, utility, and low voltage systems. Founded in Pittsburgh in 1907, we operate from 8 locations across the Midwest, Mid-Atlantic and Northeast, delivering projects nationwide for our strategic customers. We support the breadth of client needs — from routine 24/7 service and emergency restoration to their largest and most complex projects. Our proven safety record, technical depth, and longstanding client relationships have made us a partner of choice for Fortune 500 companies, leading general contractors, and EPC contractors. We are seeking a SPECIAL PROJECTS ADMINISTATIVE ASSISTANT based out of our Pittsburgh, PA office.

Requirements

High school diploma or equivalent.
Professional, customer-focused demeanor with exceptional interpersonal skills and the ability to build positive working relationships with customers, field personnel, vendors, and internal stakeholders.
Demonstrated ability to provide exceptional customer service while handling service calls, responding to inquiries, and maintaining professionalism in a fast-paced, deadline-driven environment.
Demonstrated ability to manage multiple priorities, adapt to changing demands, and maintain productivity despite frequent interruptions.
Excellent organizational skills with a strong attention to detail and commitment to accuracy.
Advanced proficiency in Microsoft Office applications, including Excel and Word.

Nice To Haves

Previous experience in a similar role within the contracting construction industry.
Knowledge of Viewpoint Vista and or the ability to learn and use Sargent’s ERP system

Responsibilities

Coordinate and dispatch service technicians, ensuring efficient scheduling and timely response to customer service requests.
Serve as a primary point of contact for incoming service calls, customer inquiries, and requests for support.
Provide administrative and project coordination support to Service and Special Project Managers, including preparing submittals, correspondence, reports, and other project documentation using Sargent's ERP and project management systems.
Create, maintain, and close project records, ensuring accurate job setup, documentation, and project closeout activities.
Organize and maintain project files, including contracts, drawings, permits, correspondence, photos, and other project-related documents.
Assist with customer billings, invoice processing, and accounts receivable collections under the guidance of the Service Business Manager.
Facilitate communication and information flow between project managers, field personnel, customers, vendors, and other stakeholders.
Assist with pre-bid and proposal preparation activities, including compiling required documentation and supporting materials.
Schedule meetings and coordinate calendars, agendas, and meeting logistics as needed.
Provide general administrative support, including data entry, filing, recordkeeping, and preparation of routine reports.
Perform additional duties and responsibilities as assigned by Sargent Electric management.