Administrative Assistant - Fire Extinguisher Sales

About Us: Job Summary: Essential Duties & Responsibilities:

• 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.
• 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.

Qualifications:

• 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.

Equal Opportunity Employer: As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled Notice to Prospective Employees: Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine. EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR’s normal application process – it is probably fraudulent.