What are the responsibilities and job description for the Office Administrator position at Impact Fire Protection?
Receptionist / Administrative Assistant – Fire Sprinkler CompanyOverview
We are seeking a dependable, organized, and detail-oriented Receptionist / Administrative Assistant to join our fire sprinkler company. This position will be the first point of contact for customers and visitors while also providing administrative support to our estimating, service, and project operations.
The ideal candidate is professional, organized, comfortable communicating with customers and contractors, and able to manage multiple tasks while maintaining accuracy and follow-through. Fire sprinkler or construction industry experience is a plus, but we are willing to train the right person.
Duties
- Answer and direct incoming phone calls using a multi-line phone system
- Greet customers, visitors, and vendors in a professional and friendly manner
- Respond to customer emails and general inquiries
- Maintain accurate customer, project, and job records
- Perform data entry, filing, scanning, copying, and general clerical duties
- Prepare correspondence, documents, spreadsheets, and other office materials
- Assist with scheduling appointments, inspections, service calls, and meetings
- Assist the estimating department with preparing and sending estimates and proposals
- Track estimates and follow up with customers regarding outstanding proposals
- Assist with fire sprinkler plan submittals and maintain records of submitted plans
- Follow up on plan submittals, approvals, comments, and outstanding items
- Communicate with customers, contractors, vendors, plan reviewers, and other project contacts
- Organize and maintain project documentation
- Assist with invoicing, billing, and other basic accounting tasks
- Maintain office supplies and general office organization
- Assist management and project personnel with various administrative tasks as needed
- Follow up on outstanding paperwork, emails, estimates, and other office items to ensure tasks are completed
- Maintain confidentiality and professionalism when handling company and customer information
Qualifications
- Previous receptionist, administrative assistant, office, or customer service experience preferred
- Excellent phone etiquette and professional communication skills
- Strong organizational and time-management skills
- Excellent attention to detail and accuracy
- Ability to prioritize and manage multiple tasks
- Proficiency with Microsoft Word, Excel, and Outlook
- Experience with QuickBooks is preferred
- Strong computer skills and ability to learn new software
- Ability to communicate professionally with customers, contractors, vendors, and employees
- Ability to work independently and follow through on assigned tasks
- Bilingual English/Spanish
- Construction, fire sprinkler, fire protection, or other trade-industry experience is a plus
What We're Looking For
We are looking for someone who is reliable, organized, professional, and willing to learn. The right candidate should be comfortable answering phones and helping customers while also handling detailed administrative work behind the scenes.
This position requires someone who will follow up, stay organized, and make sure things don't fall through the cracks. Experience with plan submittals, estimates, proposals, or construction-related paperwork is a strong plus.
This is an excellent opportunity for someone looking for a long-term position with a growing fire sprinkler company and who wants to develop their administrative and industry knowledge.
Pay: From $20.00 per hour
Work Location: In person
Salary : $20