Administrative Assistant - Fire Extinguisher Sales Team

Provide administrative support to the Fire Extinguisher Department. Duties include general clerical, purchasing, inventory, and accounting responsibilities and project-based work. Project a professional Company image through in-person and phone interaction. Other duties may be required as assigned by the Extinguisher Sales Manager and/or Operations Managers.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Include the following. Other duties may be assigned.

• Create and maintain office records, commissions and all sales records for department.
• Perform basic accounting functions that may include billing, accounts receivable, accounts payable.
• Review all forms including New Customer Forms, Master Job Sheets (MJS), Purchase Orders, Signed Agreements & E-Contracts for Fire Extinguisher Sales Department and distribute them to necessary personnel.
• Secure new client numbers from the billing team.
• Set up new accounts in CRM including ticket frequencies, pricing, documents and opening new tickets if needed.
• Assign new tickets.
• Disseminate new leads to Fire Extinguisher Sales Team.
• Create and modify documents such as meeting minutes, proposals, quotes, sales activity reports, and miscellaneous correspondence.
• Perform general clerical duties to include but not limited to: photocopying, mailing, filing and scheduling appointments.

ADDITIONAL RESPONSIBILITIES

• Conduct proactive research to identify potential customers, property management companies, networking opportunities, general contractors, and decision makers using online databases, public records, and creative search strategies.
• Assist with special projects such as market research, competitive analysis, territory planning, list building, and data clean-up.
• Build, maintain, and organize targeted prospect lists, ensuring accurate contact information and details.
• Serve as a resourceful problem-solver, able to dig for missing information and track down answers independently.
• Anticipate team needs by identifying gaps in processes, systems, and data; recommend smarter, faster ways to support the sales pipeline.
• Develop streamlined systems to track outreach and follow-ups, helping the sales team stay ahead of opportunities.
• Collaborate closely with Sales Leadership to execute one-off tasks, pilot new initiatives and training, and support division growth as we expand the fire extinguisher business.
• Take initiative to learn the industry, understanding fire extinguisher compliance, inspection cycles, and common customer needs to better support the team.
• Work with minimal direction, taking high-level guidance and running with it – able to move projects forward without step-by-step instructions, and ability to prioritize as needed.
• Think ahead and spot opportunities to simplify workflows, enhance customer communication, and strengthen relationships with key partners both internally and externally.

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities.

QUALIFICATIONS

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• High School Diploma or GED is required.
• 3 years’ administrative experience is required.
• Experience in a construction field a plus.
• Proven knowledge of Microsoft Office Software (i.e. Word, and particularly Excel) is required.
• Ability to think strategically, make sound decisions, and produce accurate and timely results is required.
• Building positive working relationships with multiple levels of employees and management is required, along with a high level of both written and oral communication a must.
• Demonstrating integrity and professionalism is required.
• Demonstrating commitment to company values is required.
• Excellent organizational skills are required.
• Ability to follow-up on tasks and assignments in a timely manner is required.
• Ability to prioritize in a fast-paced multi-task environment is required.
• Ability to perform basic business mathematical functions is required.
• Ability to work with minimal supervision is required.
• Ability to work effectively in a team environment and independently is required.
• Complying with all operating policies, procedures, executed Plans, and Programs is required.

LANGUAGE SKILLS

Must have the demonstrated ability to effectively communicate, cooperate, and collaborate with multiple levels of employees, government agencies, customers, vendors and suppliers.

PHYSICAL REQUIREMENTS

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, see, talk, and hear. The employee is occasionally required to use hands to finger, handle, or feel objects, tools, or controls. The employee is regularly required to walk, crouch, and reach with hands and arms. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. The strength rating for this position is classified as light work which entails exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly. This position is an inside position with occasional requirement of eye protection. Operation of a computer, typewriter, visual aid equipment, headphone, telephone, drawing/drafting tools, dictating machine, transcribing machine, hand calculator, mailroom cart, copiers/fax machine are required. Understanding simple math, simple drawings, legal documents, simple memos, and business letters is required. Writing simple memos, summaries, and business letters is required.