Administrative Assistant

About Us: Havel is a division of Shambaugh & Son and is a wholly-owned subsidiary of EMCOR Group, Inc. EMCOR is the world's leading provider of mechanical and electrical construction and facilities services, including planning, consulting, and operations and maintenance.

Havel provides single source solutions that meet a wide range of facility design, installation, operation and maintenance requirements. For more than 50 years, we have learned to anticipate operational needs, identify new technology trends, and provide construction services for the mechanical (PHVAC) electrical, building automation systems and energy services industries.

Job Description

Havel is looking for an Administrative Assistant in South Bend, IN. In this position you will be responsible for assisting all project managers and field personnel with any administrative tasks.

Essential Duties and Responsibilities

Assist all project managers and field personnel with any administrative task necessary for our projectsMaterial orders and data entry that goes with itComplete returns from over ordering or faulty partsOrder advance replacement parts and send back parts for repair (Keep detailed information for all parts)Backup support for phones and assisting visitors that enter the buildingAssist with creating service tickets and purchasing parts when neededElectronic filing through Studio 360Create and send out O & M manualsMaintain and update ISO program materialsUpdate material tracking spreadsheet dailyCollect and key in payroll in a timely and efficient mannerFile electronically on a weekly basisMaintain any stocked parts and make sure they are being used on projects prior to orderingCreating and updating all documents associated with new project booking

Qualifications

3+ years of experience in office administration tasksProficient in Microsoft Word, and ExcelProven experience in multi-tasking and doing several tasks at once – incoming calls, scheduling, internal personnel, emails, tracking down information, etc

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 process -- it is probably fraudulent.

Shambaugh is deeply committed to a policy of equal employment opportunity for all its job applicants and employees. We seek to employ qualified persons in all job classifications and to administer all personnel actions affecting our employees without discrimination on the basis of race, color, religion, sex, pregnancy, age, national origin, sexual orientation, gender identity, political ideology, ancestry, or genetic information. Individuals with a disability, disabled and other protected veterans and any other characteristic protected by applicable law will be given the fullest consideration for employment in positions for which they are qualified. We also are committed to making reasonable accommodations for qualified individuals with a disability as well as abiding by any and all state and local laws, which in addition to the above prohibit discrimination in any form.

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