Administrative Assistant

Join to apply for the Administrative Assistant role at 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 looking for an Administrative Assistant. In this position you will be responsible for a wide range of customer service and administrative duties.

• Responsible for the scheduling, billing, and dispatch of Sprinkler Fitters and Inspectors
• Receive customer requests for service in a professional manner, obtaining needed information to dispatch the calls efficiently.
• Utilize the automated schedule functionality and assign the service call to the optimal technician based on skills, territories, customer preferred technician, availability of the technician, service contract response time criticality of the call and proximity to the customer.
• Reassign work as needed to manage customer’s expectations, making judgements based on current workloads and priorities.
• Validate completion of work a follow up.
• Follow the company endorsed business process and best practices for dispatch and make recommendations on dispatch system/process improvements.
• Maintain document retention strategy for retaining hard and electronic copies of service acknowledgements, work orders, and inspection reports.
• Always maintain confidentiality of customer and employer information
• Other duties assigned.

• Proficiency in computer usage and above basic Microsoft Office & Windows skills
• Dispatching or scheduling experience with Technicians, Project Managers, etc. preferred
• Proven experience in multi‑tasking and doing several tasks at once – incoming calls, scheduling, internal personnel, emails, tracking down information, etc.
• Must be organized, self‑motivated and a strong work ethic
• Professional verbal and written communication
• Experience with AS400 a plus
• Regular and reliable attendance, including the ability to work extended hours and weekends as required

Equal Opportunity Employer/Veterans/Disabled. 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.