Administrative Assistant

About the role

We are seeking an individual with strong multitasking abilities and exceptional communication skills. The ideal candidate will provide support to management and customers by handling various office tasks, communicating effectively via phone, email, and mail, and managing customer and scheduling needs.

Responsibilities

• Handle office tasks such as filing, generating reports, and presentations, setting up meetings, and reordering materials.
• Use computers to generate reports, transcribe notes, and paperwork from technicians.
• Maintain polite and professional communication via phone, email, and mail.
• Anticipate customer and management needs to ensure a seamless and positive experience.
• Provide real-time scheduling support by booking appointments, handling reschedules, and confirming job completion.
• Follow up on previous day's jobs to confirm completion and report status.
• Complete jobs after all required information is available for billing.
• Schedule and confirm jobs starting the month before on the drop date.
• Set up new customer accounts, create jobs, and manage recurring services.
• Update customer data to keep Service Trade up to date.
• Report instances of incomplete or missing paperwork to the Division Manager.
• Communicate with the Division Manager regarding quote approvals and job creation.

Requirements

• 2 years of prior administrative experience.
• Excellent computer skills, particularly in typing and basic office software.
• Attention to detail.
• Multilingual proficiency is not required but is a bonus.
• A desire to be proactive and create a positive experience for others.
• Bonus for familiarity with Service Trade platform.

Qualifications

• ASA Fire Protection is part of the successful Century Fire Protection, a full-service fire protection company based in the Southeast.
• The company offers a wide range of positions and opportunities for career growth.
• Employees are empowered to perform their jobs and serve clients.
• The company specializes in design, fabrication, installation, and maintenance of fire protection systems across various commercial markets throughout the Southeast.

Benefits

• Comprehensive benefits package including medical, dental, vision insurance, health spending accounts, voluntary life insurance, short-term and long-term disability, paid time off, holidays, 401(k) with company match, employee relief fund, and supplemental insurance.