Position Summary
The Administrative Assistant supports daily operations across multiple departments, including service, projects, accounting, and compliance. This role requires strong organization, attention to detail, and the ability to manage multiple tasks efficiently in a fast-paced environment.
Key Responsibilities
Administrative Support
- Answer and route incoming phone calls
- Perform general administrative and clerical tasks
- Assist with internal coordination and communication across departments
Sales & Compliance
- Compile and track month-end sales numbers
- Assist with semiannual audit preparation and documentation
- Manage and maintain business licenses, including tracking renewals
Technical Support Coordination (Non-IT Role)
- Submit support tickets for PC or software issues
- Work directly with IT support and follow their step-by-step guidance
- Assist with basic troubleshooting only as directed by IT support
- Coordinate resolution and communicate status internally
Note: This role is not responsible for diagnosing or repairing technical issues independently.
Estimating & Project Intake
- Manage bid invitations and organize project folders
- Download drawings and create structured job folders with due dates
- Save and document bid invites
- Notify appropriate team members of new bid opportunities
- Assist with pre-marking COâ‚‚ drawings (training provided)
Accounting & Billing Support
- Assist with collections follow-ups
- Upload invoices to client platforms (e.g., ServiceChannel, ServiceNow)
- Prepare monitoring billing documentation
Project Support (Administrative Assistance Only)
- Assist with follow-up on new project documentation
- Support updates to project records and documentation
- Provide administrative support to project coordination activities as directed
Note: This role supports project coordination but does not manage or oversee projects.
Service Operations Support
- Process new service requests
- Review and organize service reports
- Assist with service tracking and mapping
- Support coordination of fire suppression (Ansul) services with clients and subcontractors
- Assist with weekly service audits to ensure accuracy and completion
Core Competencies & Requirements
- Strong computer skills, including proficiency in Microsoft Word, Excel, and Outlook (email)
- Highly organized with strong attention to detail
- Ability to manage multiple tasks and follow through to completion
- Clear and professional communication skills
- Strong command of the English language (written and verbal) is required
- Bilingual (English/Spanish) is a plus
Work Standards
- Maintain a professional and respectful work environment
- Reliable, consistent attendance and performance
- Commitment to a drug-free workplace