Special Projects Administrative Assistant

Sargent Electric Company; Pittsburgh (Allegheny County); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Paid parking

Great benefits package

Flexible work options

Job summary

Sargent Electric Company seeks a SPECIAL PROJECTS ADMINISTATIVE ASSISTANT in its Pittsburgh, PA office. The role coordinates service technicians, handles client inquiries, and supports project managers with submittals and documentation.

The ideal candidate brings a high school diploma, strong customer service and organizational skills, and proficiency in Microsoft Office. The position offers flexible work options and a competitive benefits package.

Qualifications

• Professional, customer-focused demeanor with strong interpersonal skills.
• Demonstrated ability to manage multiple priorities in a fast-paced environment.
• Excellent organizational skills and attention to detail.
• Advanced proficiency in Microsoft Office applications, including Excel and Word.

Responsibilities

• Coordinate and dispatch service technicians with efficient scheduling and timely responses to service requests.
• Serve as a primary point of contact for incoming service calls and customer inquiries.
• Provide administrative and project coordination support to Service and Special Project Managers, including submittals and reports.
• Create, maintain, and close project records with accurate job setup and closeout activities.
• Organize and maintain project files, contracts, drawings, permits, and related documents.
• Assist with customer billing, invoice processing, and accounts receivable collections under supervision.

Skills

Customer service

Interpersonal skills

Multitasking

Organization

Education

High school diploma or equivalent

Tools

Viewpoint Vista

Job description

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.

WHAT YOU’LL DO

• 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

WHAT YOU’LL BRING

• 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

PREFERRED EXPERIENCE

• 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

WHY JOIN SARGENT ELECTRIC

• Established, growing company with a strong industry reputation
• Collaborative, team-driven environment
• Flexible work options available
• Competitive compensation based on experience
• Great benefits package
• Paid parking

EQUAL OPPORTUNITY EMPLOYER

Sargent Electric Company is committed to providing equal employment opportunities to all qualified individuals in accordance with applicable federal, state, and local laws.