Job Description: Administrative Assistant – Fire Alarm DivisionPosition 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 & Compliance
  • Prepare, organize, and maintain inspection documents for fire alarm systems.
  • Ensure compliance with regulatory and safety standards.
• Administrative & Financial Support
  • Perform data entry and maintain records in QuickBooks.
  • Assist with estimating tasks and preparation of proposals.
  • Track invoices, payments, and service-related expenses.
• Service Coordination
  • Schedule and manage service calls, ensuring timely response to client needs.
  • Communicate with technicians and clients to confirm appointments and updates.
• Operational Support
  • Assist in preparing reports and maintaining project files.
  • Support management with clerical and organizational tasks.

Work Schedule

• Monday–Thursday: 9:00 AM – 3:00 PM
• Friday: 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.