Administrative Assistant

Western States Fire Protection (WSFP) and its subsidiaries are more than a company.  We are a family of unique individuals committed to our purpose, our values, and each other.  And we believe in making our own luck, creating our own opportunities.  WSFP accomplishes this by constantly innovating, finding ways to create new value and seizing new opportunities.

Protecting lives and property since 1985, WSFP and its subsidiaries specialize in Life Safety Systems. Our values are simple: integrity, quality, safety, professionalism, commitment.

What we offer:

• Health, Life, Dental and Vision Insurance
• Employee Assistant Program
• Flex Spending (FSA) (Cafeteria Plan) and HSA
• 401(k) Plan – Matching up to 3%
• Employee Stock Purchase Plan
• Profit Sharing Plan
• Paid Time Off (PTO), Parental Leave, Paid Pregnancy Medical Leave
• Paid Holidays 
• Tuition Reimbursement
• Annual Discretionary Bonus
• Employer Paid Life Insurance
• Gym membership reimbursement

Administrative Assistant

The Administrative Assistant is responsible for initiating, conducting, and coordinating the clerical and administrative functions required for the effective operation of an office.  He/she will assist other branch personnel including key managers in a variety of administrative roles.

Job Responsibilities

• • Responsible for office reception functions including greeting customers, vendors, and associates
  • Complete the setup, scheduling, invoicing and collections of new jobs/projects
  • Conduct billing, receivable, and payable functions as assigned
  • Provide general administrative support for managers and staff
  • Work with Customers and Inner Office Staff to keep projects moving forward
  • Responsible for data and budget entry
  • Manage job billings
  • Provide customers with invoices and required backup paperwork following the customer’s billing requirements (Email, fax, upload to websites, etc.)
  • Create, type, and distribute internal and external correspondence
  • Update collection notes in the Past Due Memos section of WebApps and Astea
  • Meet regularly with the Office Manager to review collection accounts and provide updates
  • Schedule and dispatch technicians, equipment, or service vehicles to appropriate locations according to customer requests, specifications, or needs, using radios or telephones.
  • Relay work orders, messages, and information to or from technicians, supervisors, and field inspectors using telephones.
  • Act as national accounts coordinator for the Inspection department and is responsible for retrieving work orders off of various websites and distributing to the corresponding department contacts
  • Upload Inspection reports to various websites
  • Send out, receive and file Inspection reports
  • Maintain various types of records including job files
  • Assist in completing special reporting and licensing requirements
  • Assist in compiling contracts, proposals, and job packets
  • Complete special projects as required
  • Accomplish responsibilities as required using business software as approved by WSFP
  • Offer suggestions and solutions on improving efficiency of general office procedures
  • Other duties as assigned

Job Qualifications

• Good computer skills with working knowledge of business software applications
• Background in basic secretarial skills is preferred
• 1-2 years basic office experience desired
• Excellent written and verbal communication skills
• Puts forth a courteous, friendly, helpful attitude at all times when receiving office visitors, answering the phones, or dealing with other associates
• Ability to pass a pre-employment drug screen test and background check

All qualified applicants with Western States Fire Protection Company will receive consideration for employment without regard to race, color, religion, sex, sexual orientation and gender identity, national origin or status as a qualified individual with a disability or protected veteran.

VEVRAA Federal Contractor