Receptionist & Customer Support Administrator

Job Title: Receptionist & Customer Support Administrator

Company: Approved Fire Protection & Security

Location: Somerset, NJ

About Us:

Approved Fire Protection & Security is New Jersey's oldest family-owned, full-service fire protection and safety equipment company. Our services include fire extinguishers, alarm systems, suppression systems, SCBA, gas detection, carbon dioxide, oxygen, sprinkler systems, and more. Our mission is to supply life safety products and services to industrial, commercial, pharmaceutical, and municipal companies across New Jersey and surrounding areas. We have recently expanded to Pittsburgh, PA & New York, NY facilities and continue to grow.

Job Summary:

We are seeking a dependable and professional Receptionist & Customer Support Administrator to serve as the first point of contact for clients, vendors, and visitors. This role plays a vital part in ensuring smooth office operations, providing exceptional customer service, and supporting administrative processes across multiple departments. The ideal candidate will be organized, detail-oriented, and proactive in managing daily communications and administrative tasks.

Benefits:

• Medical
• HSA
• Dental
• Vision
• 401(k) with company contribution
• Aflac
• Life Insurance
• Long-Term Disability
• Profit Sharing
• PTO

Requirements:

Essential Duties and Responsibilities:

Customer Service & Reception

• Answer and route incoming calls, greet visitors, and direct inquiries professionally.
• Retrieve and respond to all emails and voicemails promptly.
• Send out "final reminders" notices to customers.
• Maintain a courteous and professional demeanor when communicating with customers, vendors, and team members.
• Process service returns and assists with client requests.

Administrative Support

• Create and manage service call tickets in ProfitZoom (PZ) in response to customer needs.
• Maintain and update customer and vendor information in PZ, ensuring accuracy and proper documentation.
• Assist collections with customer statements for upcoming payments due.
• Assist with scanning, copying, organizing, and emailing documents as needed.
• Provide support to other office staff and departments as required.

Mail Management

• Process incoming and outgoing USPS mail, ensuring timely and accurate distribution.
• Compare daily deliveries to Informed Delivery notifications and report any discrepancies.
• Internal Communication
• Check voicemail and email frequently throughout the day and respond within 24 hours.
• Maintain professional communication standards, including email signatures, voicemail greetings, and out-of-office protocols.
• Ensure appropriate coverage and notification for absences or schedule changes.

Internal Communication

• Check voicemail and email frequently throughout the day and respond within 24 hours.
• Maintain professional communication standards, including email signatures, voicemail greetings, and out-of-office protocols.
• Ensure appropriate coverage and notification for absences or schedule changes.

Team & Operations Support

• Attend scheduled administrative meetings.
• Assist other administrative staff as needed to maintain workflow and meet deadlines.
• Complete and maintain written procedures for assigned tasks.

Qualifications:

• High school diploma or equivalent required; associate degree preferred.
• 1–3 years of experience in an administrative, receptionist, or customer service role.
• Familiarity in the Fire Protection Safety Industry is a plus.
• Proficiency in Microsoft Office Suite and experience with CRM or service management software (ProfitZoom experience preferred).
• Strong written and verbal communication skills.
• Highly organized with excellent time management and multitasking abilities.
• Dependable, adaptable, and comfortable in a fast-paced office environment.

Physical Requirements & Working Conditions:

• Primarily a seated office role; frequent computer and phone use.
• Must be able to focus and maintain professionalism in a high-volume communication environment.
• Occasional independent work; frequent collaboration with internal departments.
• Regular work hours: Monday–Friday, 7:20 AM – 4:20 PM, with occasional overtime as needed.

Key Competencies:

• Strong attention to detail and accuracy.
• Excellent communication and interpersonal skills.
• Ability to work effectively both independently and as part of a team.
• Professional, positive, and customer-focused attitude.
• Commitment to confidentiality and company values.

Salary:

Starting salary of $22 per hour.

If this role aligns with your experience and skills, we invite you to apply and join our growing team. Approved Fire Protection provides professional development opportunities, a supportive team environment, and a comprehensive benefits package designed to help our employees succeed.

Equal Opportunity Employer/Veterans/Disabled

Approved Fire Protection is deeply committed to a policy of equal employment opportunity for all job applicants and employees. We seek to employ qualified individuals in all job classifications and administer all personnel actions without discrimination based on race, color, religion, sex, pregnancy, age, national origin, sexual orientation, gender identity, political ideology, ancestry, or genetic information. We also provide reasonable accommodations for qualified individuals with disabilities in accordance with applicable laws.

Salary : $22