Administrative Assistant - Inspections - Ocoee, FL

WAYNE AUTOMATIC FIRE SPRINKLERS INC•Ocoee, FL

3d•Onsite

About The Position

Wayne Automatic Fire Sprinklers, Inc. is seeking an Inspections Department Administrative Assistant for its Ocoee branch. This role is responsible for managing all administrative duties related to inspections accurately and efficiently. The position involves handling inspection calls, preparing reports, maintaining records for field personnel, and interacting with various internal departments. The company emphasizes a strong work ethic, a positive attitude, and a sense of humor, fitting into a family-oriented, life-saving industry. Wayne Automatic Fire Sprinklers has been in business for over 48 years with multiple branches across Florida and North Carolina, promoting a culture of continuous growth and treating employees like family. They operate as an open-book company, sharing financial information with all team members.

Requirements

2+ years of Administrative experience.
Ability to work well under pressure and meet deadlines.
Ability to prioritize and multi-task effectively.
Excellent verbal and written communication skills.
Must possess excellent computer skills (Word, Excel, and Outlook).
Previous billing/invoicing and scheduling/dispatching technicians are a must.
Valid Driver’s License and a clean driving record.
Successful completion of a pre-employment drug test and pre-employment background check screening including 10 years of employment verification is required.

Nice To Haves

A construction background is preferred.
Knowledge of fire sprinkler and alarm systems a plus.

Responsibilities

Receiving and handling inspection calls.
Preparing inspection reports.
Maintaining all files and time sheets for field personnel.
Interacting regularly with internal customers including managers, sales, supers, field techs, admins, and G&A.
Maintaining files and other records and entering all information into databases.
Answering telephone calls pertaining to inspection calls and others as necessary.
Giving information to callers or routing the call to the appropriate personnel.
Communicating with customers via letter, phone, and email.
Typing service requests from clients and forwarding to the appropriate department.
Inputting invoicing into the computer, generating invoices and mailing out invoices and statements to the customer for all inspection related items.
Providing assurance letters when needed.
Sending out cancellation letters to customer and AHJ’s.
Performing research, data entry and various procedures using Q360.
Assisting the department Superintendent with miscellaneous tasks.
Performing other related duties as assigned.