Special Projects Administrative Coordinator

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 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.