Special Projects Administrative Assistant in Pittsburgh, Pennsylvania at Sargent Electric

Sargent Electric is a leading specialty contractor focused on electrical, instrumentation, wireless, utility, and low voltage systems. Founded in Pittsburgh in 1907, we operate from 8 locations across the Midwest, Mid-Atlantic and Northeast, delivering projects nationwide for our strategic customers.

We support the breadth of client needs — from routine 24/7 service and emergency restoration to their largest and most complex projects. Our proven safety record, technical depth, and longstanding client relationships have made us a partner of choice for Fortune 500 companies, leading general contractors, and EPC contractors.

We are seeking a SPECIAL PROJECTS ADMINISTATIVE ASSISTANT based out of our Pittsburgh, PA office.

WHAT YOU’LL DO:

• Coordinate and dispatch service technicians, ensuring efficient scheduling and timely response to customer service requests.
• Serve as a primary point of contact for incoming service calls, customer inquiries, and requests for support.
• Provide administrative and project coordination support to Service and Special Project Managers, including preparing submittals, correspondence, reports, and other project documentation using Sargent's ERP and project management systems.
• Create, maintain, and close project records, ensuring accurate job setup, documentation, and project closeout activities.
• Organize and maintain project files, including contracts, drawings, permits, correspondence, photos, and other project-related documents.
• Assist with customer billings, invoice processing, and accounts receivable collections under the guidance of the Service Business Manager.
• Facilitate communication and information flow between project managers, field personnel, customers, vendors, and other stakeholders.
• Assist with pre-bid and proposal preparation activities, including compiling required documentation and supporting materials.
• Schedule meetings and coordinate calendars, agendas, and meeting logistics as needed.
• Provide general administrative support, including data entry, filing, recordkeeping, and preparation of routine reports.
• Perform additional duties and responsibilities as assigned by Sargent Electric management.

WHAT YOU’LL BRING:

• High school diploma or equivalent.
• Professional, customer-focused demeanor with exceptional interpersonal skills and the ability to build positive working relationships with customers, field personnel, vendors, and internal stakeholders.
• Demonstrated ability to provide exceptional customer service while handling service calls, responding to inquiries, and maintaining professionalism in a fast-paced, deadline-driven environment.
• Demonstrated ability to manage multiple priorities, adapt to changing demands, and maintain productivity despite frequent interruptions.
• Excellent organizational skills with a strong attention to detail and commitment to accuracy.
• Advanced proficiency in Microsoft Office applications, including Excel and Word.

PREFERRED EXPERIENCE:

• Previous experience in a similar role within the contracting construction industry.
• Knowledge of Viewpoint Vista and or the ability to learn and use Sargent’s ERP system

WHY JOIN SARGENT ELECTRIC?

• Established, growing company with a strong industry reputation
• Collaborative, team-driven environment
• Flexible work options available
• Competitive compensation based on experience
• Great benefits package
• Paid parking

EQUAL OPPORTUNITY EMPLOYER
Sargent Electric Company is committed to providing equal employment opportunities to all qualified individuals in accordance with applicable federal, state, and local laws.