Administrative Assistant Job at EMCOR Group, Inc. in Aurora

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EMCOR Group, Inc. is a leading mechanical, electrical, and plumbing contractor specializing in new and retrofit construction for industrial, food processing, commercial, institutional, healthcare, pharmaceutical, and bio‑fuel projects.

Shambaugh & Son L.P. is looking for a Service Coordinator. This role involves performing a wide variety of customer service and administrative tasks, including managing customer information, preparing, scheduling, and closing out documents for inspections, work orders, and billings, and assisting sales, office, and field personnel. Success requires strong organizational and communication skills, attention to detail, and the ability to multitask.

Essential Duties & Responsibilities

• Accurately review, save, and file paper and electronic copies of service acknowledgements, work orders, inspection reports, internal agreements, and customer documentation.
• Maintain confidentiality of customer and employer information.
• Utilize AS400/Trueline accounting system to pull work order numbers, enter agreements, and prepare billings.
• Submit completed service requests to the Billing Specialist within one week.
• Review and upload inspections to local municipalities to maintain customer compliance.
• Take customer service requests in a professional manner and obtain needed information to dispatch appropriate personnel.
• Grow and maintain a personal knowledge base of the industry.
• Follow the company‑endorsed business process and best practices and make recommendations on system/process.
• Other duties as assigned.

Qualifications

• Proficiency in computer programs including Smartsheet, Microsoft Office, and Windows; must be tech‑savvy.
• Strong and professional verbal and written communication skills to interact effectively with customers and team members.
• Ability to retain and apply training in an organized manner.
• Experience in administration and scheduling.
• Proven ability to multi‑task and manage time effectively.
• Must be organized, self‑motivated, and adaptable.
• Strong attention to detail, ability to problem solve, and work.
• Experience with CRM platform is a plus.
• Familiarity with AS400/Trueline accounting system is a plus.
• Regular and reliable attendance, including the ability to work extended hours and weekends as required.

Equal Opportunity Employer/Veterans/Disabled