Administrative Assistant

Job Description: Administrative Assistant

Department: Fire Protection Services
Reports To: Service Manager / Operations Lead
Location: [Insert Location]
Employment Type: Full-time

📌 Summary

We are seeking a highly organized and detail oriented Administrative Assistant to support our Fire Protection Service Team. This individual will play a critical role in managing monthly visual inspection schedules, assisting with documentation and reporting.

🛠 Responsibilities

Inspection Support

• Assist with monthly inspection team.
• Assist with maintaining and updating inspection logs, schedules, and compliance records.
• Assist with following up with technicians to confirm inspection completion and report status.

Client Communication

• Answer and triage incoming calls from clients regarding service needs, inspection schedules, and general inquiries.
• Record client requests accurately and assign to the appropriate technician or service lead.
• Provide timely updates to clients regarding scheduled or completed inspections.

Administrative Tasks

• Manage digital files, service reports, and contract documents.
• Assist in creating contracts, inspection summaries, or customer-facing reports.
• Order and track office supplies or inspection forms as needed.

🎯 Qualifications

• 1+ years of administrative experience; experience in service or field operations preferred.
• Strong communication and interpersonal skills—comfortable interacting with technicians and clients alike.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook); experience with scheduling software or CRM a plus.
• Highly organized and detail-oriented with strong time management skills.
• Ability to work independently and handle multiple tasks in a fast-paced environment.

🚀 Preferred Attributes

• Familiarity with NFPA 25 or fire/life safety services.
• Experience working in a technician scheduling, dispatching, or service coordination role.
• Bilingual (English/Spanish) is a plus but not required.