Administrative Assistant

** About Us*
* We are one of the largest mechanical, electrical, and plumbing contractors in Indiana and among the preeminent specialty contractors in the nation. We specialize in a full range of new and retrofit construction for industrial, food processing, commercial, institutional, healthcare, pharmaceutical, and bio-fuel projects.

** Job Summary*
* Shambaugh & Son, LP is looking for an Administrative Assistant. In this position you will be responsible for assisting with all areas of the Fire Fabrication Shop.

shambaugh #PPF #LI-TS #LI-onsite

** Essential

Duties & Responsibilities *
* + Communicate daily with designers, superintendents, fab supervisors, and the fab manager regarding IRTs, foreman's kits, and related questions.

+ Receive IRTs via email/call-ins, address questions with relevant personnel, confirm completion, track delays, schedule LTL/UPS pickup, provide tracking updates, and coordinate truck loading for site delivery.

+ Process incoming kits by printing drawings, stamping, printing stock lists/label files, and uploading ITF files.

+ Log in dates, weights, and welds into job track; maintain an updated truck schedule; send weekly stock list request emails to designers; and communicate on stock list errors.

+ Take to the fab floor for pulling and loading

+ Maintain attendance records, employee files, weekly attendance sheets for supervisors, log/print employee badges, and distribute checks to supervisors/employees.

+ Assist HR with obtaining benefit paperwork for current/new hires, setting up and following up on interviews, processing reviews/raises, processing new employees/paperwork/benefit video viewing, and assisting the HR department with needed employee information.

+ Answer incoming calls, order office supplies, and maintain various division file information (timesheets, project archives).

+ Scan all shop employee timesheets and wage slips to the payroll department.

+ Assist the fab manager and supervisors as needed

+ Other assigned duties.

** Qualifications*
* + High School Diploma or equivalent

+ 3-5 years minimum of administrative office experience

+ Strong verbal and written communication skills

+ Dependable

+ Advanced knowledge of Microsoft Word and Excel

+ Lotus Notes experience preferred, but not required

+ Must be able to multi-task and be very organized

+ Must be a self-starter and able to work with diverse group of construction personnel

+ Proficient with time management

+ Regular and reliable attendance, including the ability to work extended hours and weekends as required

** Equal Opportunity Employer*
* 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

** Affirmative Action Policy*
* Please review our Affirmative Action Policy () .

** Notice to Prospective Employees*
* 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 application process - it is probably fraudulent.

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** Job Location s
** _US-MI-Kalamazoo_

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** Company
* * _Shambaugh & Son, L.P._

** Category
* * _Administrative Services_

** Position Type
** _Full-Time_

** Location Type
** _Onsite_

** Posted Date
** _12 hours ago_  _(2/17/2026 10:19 AM)_