Administrative Assistant

Guardian Fire Services • Tinicum Township, PA

3d • $22 - $25

About The Position

Independence Fire Sprinkler is seeking a highly professional and proactive Administrative Assistant to provide critical support to the Administrative Operations Manager and the administrative team. This role is central to the smooth operation of the office and serves as a primary liaison for clients, vendors, and internal teams, managing communications, data integrity, and compliance documentation with precision.

Requirements

• Highly organized, detail-oriented, and proactive, with the ability to manage multiple priorities and stakeholders simultaneously.
• Exceptional written and verbal communication skills, with strong interpersonal and professional presence.
• 3–5 years of experience in a higher-level administrative or business support role, supporting one or more executives.
• Proficient in Microsoft Office Suite and Salesforce; ability to quickly adapt to new systems and processes.
• Prior experience in administrative operations, customer service, or data management preferred, experience in construction, fire protection, or service industries a plus.

Responsibilities

• Partner with the Administrative Operations Manager and administrative team to drive daily operations, special projects, and process improvements.
• Manage inbound calls and email communications, delivering exceptional, professional customer service to clients, vendors, and staff.
• Maintain accurate and up-to-date client and vendor records, performing detailed data entry and ensuring information integrity across systems.
• Coordinate, track, and manage critical compliance documentation, including Certificates of Insurance (COIs) and W-9 forms, ensuring regulatory and company standards are met.
• Support administrative initiatives and workflow optimization.
• Anticipate and address staff operational needs to maintain efficiency and continuity.

Benefits

• Competitive Pay: $22-25/hr (based on experience).
• Comprehensive Benefits: Including health, dental, and vision insurance.
• Future Savings: A 401(k) savings plan with employer match.
• Paid Time Off: Generous PTO and paid holidays to support work-life balance.
• Professional Development: Certification reimbursement, training programs, and career advancement opportunities.
• Tools and Support: Company-provided vehicle, tools, and resources for success.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed