Office Administrator

EMCOR Group Inc.; Toledo (OH); On-site; Full time

Job summary

Shambaugh & Son, L.P. is hiring a Fire Protection Office Administrator responsible for various customer coordination and administrative duties. The ideal candidate should have advanced computer skills, strong proficiency in Microsoft Office, and excellent multi-tasking abilities while maintaining professionalism. This position offers an engaging environment within a leading construction firm with a competitive salary and benefits.

Qualifications

• Requires advanced computer usage and proficiency with Microsoft Office Suite and Excel.
• Experience with AS400/Trueline accounting systems preferred.
• Must be organized, self-motivated with a strong work ethic and professionalism.

Responsibilities

• Manage customer calls and emails for fire protection inquiries.
• Support service department with tracking spreadsheets and payroll.
• Assist in preparing bids, permits, and engineering documents.

Skills

Advanced computer usage

Proficiency using Microsoft Office Suite

Strong Excel skills

Multi-tasking

Professionalism in email and phone communication

Tools

AS400/Trueline accounting systems

Job description

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 Office Administrator, responsible for performing a wide variety of customer coordinating, engineering document management, and administrative duties required to support the sales, engineering, service, and inspection departments.

Essential Duties and Responsibilities

• Responsible for taking customer calls and email requests for fire protection and directing to the estimating, inspection, and service departments.
• Responsible for supporting the service department managing the service and inspection tracking spreadsheet, processing the service weekly time sheets and submitting time to payroll department.
• Receive customer requests for service in a professional manner, obtaining needed information to open work orders.
• Responsible for supporting the sales department preparing bid prequalification, bid bonds, certificates of insurance, and workers comp certificates.
• Manage our internet-based Building Reports, Bricer Compliance Engine, and BSI systems to download and file inspection and testing reports.
• Responsible for supporting the engineering department preparing and submitting projects for approval and tracking and expediting permits.
• Assist engineering printing documents and preparing foreman’s installation packets.
• Assist the sales and engineering departments acquiring water flow test information and scheduling new flow tests.
• Responsible for general office tasks including mail distribution, office and kitchenette supplies, and supervision of office cleaning contractor.
• Maintain document retention strategy for retaining hard and electronic copies of service acknowledgements, work orders, inspection reports, and fire protection drawings.
• Track project close out procedures and send customer CARE cards.
• Always maintain confidentiality of customer and employer information
• Perform other duties as directed

Qualifications

• This position requires advanced computer usage and proficiency using Microsoft Office Suite, Powerpoint, Windows operating systems, and strong Excel skills.
• Experience wit AS400/Trueline accounting systems is preferred but not required.
• Proven experience in multi-tasking and doing several difficult tasks at once – incoming calls, scheduling, internal personnel, emails, tracking down information, etc.
• Must be organized, self-motivated and a strong work ethic
• Professionalism in email and over the phone
• Work hours 7:00AM – 4:00PM

Pay Range: $20 - 30 per hour

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.

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled

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Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.