Special Projects Administrative Assistant

Sargent Electric; Pittsburgh (Allegheny County); On-site; USD 42,000 - 58,000; Full time

Benefits offered by this job

Flexible work options

Job summary

Sargent Electric in Pittsburgh, PA seeks a Special Projects Administrative Assistant to support service and project teams, coordinate technicians, handle submittals, correspondence, and records, and ensure smooth communication with customers and vendors.

This role requires a high school diploma, strong organizational and customer service skills, proficiency with MS Office, and the ability to manage multiple priorities in a fast-paced environment; prior ERP experience is a plus.

Qualifications

• High school diploma or equivalent.
• Excellent customer service and interpersonal skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficient with Microsoft Office (Excel, Word) and data entry.
• Experience with ERP and project management systems preferred.

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.

Skills

Customer service

Multitasking

Organizational skills

Attention to detail

Communication skills

Education

High school diploma or equivalent

Tools

Viewpoint Vista

Sargent ERP system

Microsoft Office Suite

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.