Administrative Assistant

Administrative Assistant – Shambaugh & Son, L.P.

We are a nationally recognized fire protection company that engineers, fabricates, and installs fire sprinkler systems and alarms for structures including commercial buildings, government buildings, healthcare facilities, high‑rise condominiums, and mixed‑use projects.

Northstar is seeking a Fire Protection Service Administrative Assistant. This position will provide comprehensive customer service and administrative support for fire protection inspections, customer information management, service and inspection job closure, billing, sales, and office and field personnel.

• Manage inspection, billing preparation, information verification and retention processes.
• Utilize accounting system to retrieve work order numbers.
• Leverage Building Reports for administrative support tasks.
• Receive and process customer service request professionally and efficiently, gathering all necessary information to dispatch calls to the appropriate personnel.
• Adhere to the company‑endorsed business process and best practices and make recommendations on system/process improvements.
• Validate technicians debrief information on service tickets and prepared invoices daily/weekly.
• Complete service request debriefs weekly and submit them to the Billing Specialist within one week of the service date.
• Assist with payroll processing by approving timesheets and submitting them to payroll.
• Manage document retention strategy for hard and electronic copies of service acknowledgements, work orders, inspection reports, internal agreements, and customer documentation.
• Maintain the confidentiality of customer and employer information at all times.
• Provide other administrative support to office personnel when needed.
• Perform other duties as assigned.

• Advanced computer skills, including proficiency in Microsoft Office Suite and Windows operating systems.
• Strong Excel skills, including ability to create and manage complex spreadsheets and tables.
• Experience with AS400/Trueline accounting system is preferred.
• Experience with dispatching or scheduling technicians, project managers and other staff preferred.
• Ability to learn and retain new information quickly and efficiently.
• Proven ability to multitask and handle multiple different tasks simultaneously.
• Highly organized, self‑motivated, and results‑oriented.
• Professional communication skills, both written and verbal.
• Regular and reliable attendance, including the ability to work extended hours and weekends as required.

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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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 application process – it is probably fraudulent.

• Entry level

• Full‑time

• Administrative
• Construction

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