Administrative Assistant

Founded in 1983, Bilcor is one of the San Francisco Bay Area’s fastest growing commercial fire life safety contractors. With offices in San Francisco, San Leandro, and Redwood City, we specialize in detailed and challenging commercial tenant improvement projects for some of the Bay Area’s most notable general contractors, building managers and engineers, commercial real estate professionals, and major corporations. We pride ourselves on being a personable company that provides quality fire life safety work on any deadline. We’re committed to delivering dependable service and clear, responsive communication from pre-project planning through completion.

We’re looking for an Administrative Assistant to play an integral role in our fire life safety company. As a member of the team, the Administrative Assistant will be responsible for being the backbone of the company by assisting project managers, service manager, and field technicians to provide a smooth daily operation.

Administrative Assistant Job Responsibilities:

• Provide administrative support for project and service coordination to ensure efficient office operations.
• Perform general administrative duties including filing, typing, copying, binding, printing, and scanning documents.
• Manage incoming calls by gathering relevant information, screening, and directing calls to appropriate personnel. Coordinate customer communication including service dispatch status, scheduling updates, and general inquiries.
• Maintain polite and professional communication with clients and team members via phone and email.
• Maintain and update customer and site information, including entering new sites and modifying existing records.
• Prepare reports using spreadsheets, process work orders, and assist in developing estimates and proposals under the direction of service and project managers.
• Procure parts and materials required for service and project work orders.
• Process and complete customer billing accurately and in a timely manner.
• Support team operations through strong organization and effective communication.

Core Skills

• Strong reporting skills with proficiency in Microsoft Excel, Microsoft Word, and Adobe Acrobat (PDF)
• Ability to communicate clearly and professionally in all written correspondence and interactions
• Highly organized with strong attention to detail and time management
• Effective problem-solving skills with the ability to analyze and act on available information

Education and Experience Requirements

• High school diploma or equivalent education required
• 1 year or more of administrative assistant experience
• Knowledge of appropriate software including Microsoft Word, Excel, and Outlook, and Adobe Acrobat
• Valid driver’s license
• Construction industry experience a plus

Hours: 7:00 am – 4:00 pm; Monday – Friday

Location: San Francisco Office (remote work not available)

Compensation: $25-$30/hr based on experience

Benefits: Eligible employees receive generous health, dental and vision coverage, 401k, sick & paid time off and additional benefits including parking or public transportation assistance.