Administrative Assistant
Guardian Fire Services is a dynamic and innovative family of multiple fire protection companies throughout the United States committed to excellence and growth. We believe that our people are our greatest asset, and we are dedicated to creating a positive and fun work environment where talent thrives each and every day!
Job Summary:
The Guardian Fire Services Administrative Assistant is more than administrative work, the role is the heart of the GFS team. The position ensures timely, correct support to both customers, leadership and technicians. The role requires exceptional efficiency in a fast-paced, multi-tasked work pace. The position interacts every day with customers, technicians, managers and handles emergencies when needed. The Administrative Assistant handles multiple tasks quickly, sometimes simultaneously, and is proficient in project management, time management and organization, and works collaboratively in a team dynamic. This vital position contributes to the strength and sustainable growth of Guardian Fire Services.
Essential Duties and Responsibilities:
- Works closely with company owners, managers and technicians to provide its customers with outstanding professional service
- Serves as the conduit to enable the technician team to focus on job delivery and improve customer experience
- Ensures client interactions are exceptionally handled; requests and concerns are accurately tracked, assigned, and resolved
- Handles multiple interactions via, email, phone, TEAMS, online portals in fast timely, accurate manner, every customer matters
- Prepares activities reports for management regarding service and contract billings, sends job out bids, processes invoice, acquires insurance certificates, AP/AR, Lien releases, pulls business licenses, etc
- Procures material with vendors, track orders, reconcile orders, and process vendor invoices
- Reviews field technicians' notes, creates reports, and files in online system
- Creates client proposals and prepares orders for invoicing
- Utilizes CRM sales database to create and manage quotes, sales orders, and invoices
- Utilizes electronic filing systems for internal documentation and client deliverables
- Works on one-time projects as needed
- Performs other tasks or projects as assigned by supervisor
- Contributes to team effort by accomplishing and achieving results
- Identifies change in processes and the optimal application to promote efficiency
Experience/Training/Education:
- High School Diploma
- 3+ years working in a service or administrative role, ideally in a Construction environment
- Proficient use of technical mediums, such as CRM, Word, Excel and TEAMS
Job Type:
- Full-time, on-site, Monday - Friday
- 40 hours a week
Special Requirements:
Benefits:
- 401K/Roth Retirement Option with up to 4% Match, no vesting period
- Medical Insurance Paid for Employee
- Paid Time Off - 10 Days Accrued First Year
- Employee Assistance Program
- 7 to 8 Paid Holidays
- Option to add Dental and or Vision
- Optional Life Insurance
- FSA/HSA Program