Administrative Assistant

Make a difference protect lives and achieve your dreams. Build your career with the industry-leading fire life safety and security company.

This position performs a variety of clerical recordkeeping and customer service tasks to assist with the smooth operation of the organization. Provides administrative and clerical support to an assigned location department and / or unit while supporting daily front-office functions. Develops maintains and ensures accurate records and communications. Assists with budgetary matters tracks department funds purchasing and office supply requisitions. Compiles reports manages incoming calls and visitors and monitors assigned projects and / or program components.

Essential Duties & Responsibilities :

Greet and directs clients visitors and on-site guests; determines nature of business and notifies appropriate personnel.

Answer phone calls and emails in a timely and professional manner using a multi-line telephone system.

Routes calls connect callers to proper extensions manage messages and coordinate with answering services as needed.

Make appointments and referrals.

Manage data in spreadsheets and reports.

Create and maintain office-related records and reports.

Perform data entry and filing tasks for accounts payable purchase orders equipment inventory and departmental documents.

Maintain the integrity and confidentiality of confidential employee or departmental files.

Receive record and distribute packages and mail; prepare outgoing mail manage postage meter usage and maintain necessary mailing supplies.

Assist in the ordering receiving stocking and distribution of office supplies; maintain office equipment and requests service calls when needed.

Compile budget data and maintain financial records as requested.

Copy collate and prepare reports for mailings meetings and other correspondence.

Scan documents into accounting systems and client portals; upload required reports to compliance platforms.

Generate service and inspection reports and send to customers upon request.

Responsible for contacting insurance companies to obtain certificates of insurance when requested.

Book employee travel arrangements as needed.

Assist with projects event support and work cooperatively with other departments.

Assist other departments as needed.

Assist with customer relations and contract creation.

Manage all branch Fire Alarm invoicing.

Obtain W-9 forms upon customer request.

Maintain employee birthday and anniversary cards.

Perform other duties assigned by management.

Education / Qualifications :

High school diploma or equivalent required; Bachelor or Associate degree preferred or equivalent work experience.

3 years of administrative customer service or office support experience required.

Ability to greet visitors clients and colleagues in a friendly and courteous manner.

Ability to type at least 50 wpm.

Ability to proofread.

Proficient in Microsoft Office Suite or similar software.

Basic understanding of office equipment.

Basic understanding of clerical procedures and systems such as recordkeeping and filing.

Ability to work independently and identify and solve problems.

Ability to organize and prioritize work.

Other Duties :

Adheres to the Code of Conduct Confidentiality Agreement and Company Safety Policy.

Performs other duties as assigned.

Physical Requirements :

Prolonged periods sitting at a desk and working on a computer.

Benefits and Perks : Excellent pay

Medical dental vision

Company paid life insurance

Company paid short-term disability

401K with employer match

Paid vacation and company holidays

Training and Career Development

Company vehicle (if job applicable)

Immediate qualification for the ALL In Ownership Plan for all eligible full-time employees

Pye-Barker Fire and Safety is an Equal Opportunity Employer

Key Skills

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Employment Type : Full-Time

Experience : years

Vacancy : 1