About this role
Job Description: Administrative Assistant – Fire Alarm Division
Position Overview
The Administrative Assistant will provide essential support to the Fire Alarm Division by managing documentation, coordinating service calls, and assisting with financial and operational tasks. This role ensures smooth day-to-day operations and compliance with inspection requirements while maintaining accurate records in QuickBooks and other systems.
Key Responsibilities
📑 Documentation & CompliancePrepare, organize, and maintain inspection documents for fire alarm systems.Ensure compliance with regulatory and safety standards.💻 Administrative & Financial SupportPerform data entry and maintain records in QuickBooks.Assist with estimating tasks and preparation of proposals.Track invoices, payments, and service-related expenses.📞 Service CoordinationSchedule and manage service calls, ensuring timely response to client needs.Communicate with technicians and clients to confirm appointments and updates.📊 Operational SupportAssist in preparing reports and maintaining project files.Support management with clerical and organizational tasks.Work Schedule
Monday–Thursday: 9:00 AM – 3:00 PMFriday: 9:00 AM – 1:30 PM
🔹 QualificationsEducation & Experience
Associate’s degree or equivalent experience in Business Administration, Office Management, or related field.Prior experience in administrative support, preferably in construction, fire protection, or technical services.Technical Skills
Proficiency in QuickBooks for bookkeeping and financial tracking.Strong knowledge of Microsoft Office Suite (Word, Excel, Outlook).Familiarity with estimating processes and inspection documentation.