Job Information
EMCOR Group Administrative Assistant in Fort Wayne, Indiana
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 is looking for an Administrative Assistant to assist the Mechanical Service Operations team. This individual will fulfill the groups needs in providing day-to-day operations and clerical support for the division.
#shambaugh #LI-TS #-Onsite
Essential Duties & Responsibilities
Accurate typing of correspondence including, but not limited to, proposals, transmittal letters, quotations, bids, and other misc. typing tasks.
Sort, distribute and prioritize mail.
Ensure that work orders are entered into the dispatch system to allow accounting functions and job charging on fast-paced projects and work order logbooks are maintained in administrative areas for easy access to work order numbers.
Check for accuracy and turn in all Contract Information Sheets, Change Event forms, Bid Maintenance forms, warranty forms, etc., to Accounting in a timely manner so that information can be entered into the job cost system, and distribute electronic copies accordingly.
File and organize invoices and time and material forms.
Weekly audit of field employee timesheets.
Coordinate and process new hire forms and safety orientation for new employees.
Ensure that all assigned company vehicles are documented and current with vehicle numbers, license plates, registrations, and insurance cards.
Ensure that all company cells phones, gas cards, and computers are recorded and audited.
Assure that contracts and POs are logged in the "Contract Log" upon receipt from Owner, file made, and original contract is properly filed.
Other duties as needed.
Qualifications
Must be proficient in Microsoft Excel, Word, Smartsheet, and Outlook.
Knowledge in IBM I, IBM iseries and Power Point is a plus.
Regular and reliable attendance (7:00 a.m.- 4:30 p.m.) Monday through Friday.
Strong written and verbal communication skills to interact with employees.
Strong organizational skills with the ability to prioritize, multitask, and maintain an organized office environment.
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 ourAffirmative Action Policy (https://emcorgroup.icims.com/icims2/servlet/icims2?module=AppInert&action=download&id=125238&hashed=1123816372) .
Notice to Prospective Employees
Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companieslist open positions here (https://careers-emcorgroup.icims.com/) . 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.
Email a Friend Email a Friend
Job Locations US-IN-Fort Wayne
ID 2026-49123
Company Shambaugh & Son, L.P.
Category Administrative Services
Position Type Full-Time
Location Type Onsite
Posted Date 2 weeks ago (4/7/2026 10:53 AM)