Office Administrator

About the role

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. Develops, maintains, and ensures com. Assists with budgetary matters, track department funds, and purchasing. Compiles reports and monitors assigned projects and/or program components.

Responsibilities

• Set up new customers, service locations, billing accounts, and contacts in the company’s operating system.
• Confirm that customer information, billing requirements, purchase orders, tax documentation, and service details are complete and accurate.
• Create, update, and maintain service tickets and work orders.
• Schedule technicians based on customer needs, technician availability, geography, and job requirements.
• Greets and directs clients and visitors.
• Answers phone calls and emails in a timely manner.
• Manages company telecommunications network and communicates with answering service.
• Makes appointments and referrals
• Manage data in spreadsheets and reports
• Creates and maintains office related records and reports
• Performs data entry and filing tasks for accounts payable, purchase orders, equipment inventory,
• Maintains the integrity and confidentiality of confidential employee or departmental files.
• Receives, records, and distributes packages and mail.
• Manages key vendor accounts, supply inventory, and submits invoices for payment
• Compiles budget data and maintains financial records as requested.
• Copies, collates, and otherwise prepares reports for mailings, meetings, and other correspondence.
• Assists with projects and event support
• Assists other departments as needed
• Assists with Customer relations
• Assists with Contract creations
• Prepare invoices and supporting documentation accurately and promptly.
• Submit invoices through customer portals or other required billing systems.
• Assist with accounts receivable activities, including contacting customers regarding invoice status and outstanding balances.
• Perform other duties assigned by management.
• Adheres to the Code of Conduct, Confidentiality Agreement, and Company Safety Policy.
• Performs other duties as assigned.

Qualifications

• Two or more years of office administration, customer service, service coordination, billing, or scheduling experience.
• Experience setting up customer accounts and maintaining accurate customer records.
• Experience scheduling technicians, field employees, or service appointments.
• Experience reviewing work orders and preparing invoices.
• Ability to greet visitors, clients, and colleagues in a friendly and courteous manner.
• Experience in fire protection, life safety, security, HVAC, electrical, plumbing, construction, or another field-service organization is preferred.
• 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.

Benefits

• Excellent pay
• Medical, dental, vision
• Company paid life insurance
• Company paid short-term disability
• 401K with employer match
• Paid vacation and