Operations Support Specialist

Summary

The Operations Support Specialist is a key member of Lifetime Fire Protection, LLC, responsible for overseeing various operations and providing high-level support to the President, Vice President, Office Manager, and other team members. This role ensures smooth office operations, accurate documentation, efficient scheduling, and excellent customer support for both service and construction projects.

The ideal candidate is detail-oriented, organized, and capable of handling multiple priorities in a fast-paced construction/fire-protection environment.

Essential Duties and Responsibilities

• Answer incoming calls in a professional and courteous manner, gather accurate information, and forward messages appropriately.
• Prepare proposals, contracts, and related documents using Microsoft Word and DocuSign; distribute to clients promptly.
• Manage customer follow-ups on proposals, contracts, and billing.
• Process and bill small jobs and service calls in a timely and accurate manner.
• Perform accounts payable data entry and maintain accurate records.
• Coordinate collection emails and phone calls for past-due invoices.

Routine Duties and Responsibilities

• Sort, distribute, and process incoming/outgoing mail.
• Generate, update, and distribute management reports.
• Maintain compliance with company safety policies and procedures.
• Perform other administrative tasks in support of organizational needs.

Expanded Responsibilities

DocuSign Contracts and Payments

• Prepare, send, and manage electronic contracts through DocuSign.
• Track contract status and follow up on outstanding items.
• Coordinate payments processed via DocuSign and ensure accurate recordkeeping in accounting systems.

Scheduling for Service and New Construction Projects

• Coordinate daily and weekly schedules for service calls, inspections, and new construction jobs.
• Communicate clearly with project managers, field staff, and clients to confirm scheduling.
• Monitor changes in schedules and update stakeholders promptly to avoid conflicts or delays.

Job Progress Report Updates

• Gather job status updates from project managers and field teams.
• Compile and distribute progress reports for internal use and client updates.
• Track milestones, deadlines, and potential delays, escalating issues to management when required.

Marketing and Promotional Work with Existing and New Clients

• Support customer engagement initiatives, including follow-up communications, newsletters, and promotional campaigns.
• Assist in preparing and distributing marketing materials such as brochures, service flyers, and proposal templates.
• Maintain organized client lists and help identify opportunities for outreach to new and existing customers.

Engineering/Design Document Requests

• Assist with requests, tracking, and organization of engineering/design documentation, CAD drawings, and permits.
• Maintain a structured digital and physical filing system for design-related records.
• Communicate with engineers, clients, and external agencies to obtain required documentation.

Management and Organization

• Maintain organized filing systems, digital records, and workflow tracking tools.
• Assist management with prioritizing administrative tasks and meeting deadlines.
• Identify opportunities to improve efficiency and streamline processes across office functions.

Supervisory Responsibilities

This position does not have supervisory responsibilities.

Supervision Received

This position reports directly to the Office Manager.

People Contact

The Administrative Assistant interacts regularly with company staff, clients, vendors, inspectors, and outside agencies. Professionalism, communication, and customer service are critical in every interaction.

Qualifications

Required:

• Proficiency in Microsoft Excel, Outlook, and Word.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.

Preferred:

• Experience with QuickBooks and/or Sage 100 Contractor software.
• Previous experience in the construction or fire-protection industry.

Education and Experience

Required:

• High school diploma or GED.
• Minimum of 2 years’ experience as an Administrative Assistant in a corporate office.

Preferred:

• Associate degree or higher.
• 3 years of administrative experience in construction, fire protection, or related industry.

Language Skills

• Proficiency in English (oral and written).
• Strong grammar, spelling, and correspondence abilities.
• Bilingual in English/Spanish strongly preferred.

Mathematical Skills

• Ability to perform basic math calculations, including percentages and invoice reconciliation.

Job Type: Full-time

Pay: $25.00 - $30.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $25 - $30