Administrative Assistant
About The Position
Impact Fire Services is seeking an Administrative Assistant to provide fire alarm administrative support for its San Antonio office. The role requires an efficient, team-oriented individual who can multitask, manage complex schedules, and provide administrative support. The ideal candidate is resourceful, organized, and a good problem solver, with a focus on completing work steadily and on time. The Administrative Assistant manages fire alarm permitting and related documentation, coordinates with sales, management, and designers, tracks permit and design progress, and maintains job files. The position also supports staff training, management-directed programs, office communications and reports, and office equipment maintenance.
Requirements
- Experience in an Administrative Assistant role.
- Proficient current use of Microsoft Office Suite, including Word and Excel.
- Ability to analyze and revise operating practices to improve efficiency.
- Detail-oriented and comfortable working in a fast-paced office environment.
- Exceptional communication skills.
- Superior organization skills and dedication to completing projects in a timely manner.
Nice To Haves
- Fire Protection or Fire Alarm administrative experience.
Responsibilities
- Manage workflow to ensure deadlines are met and work is completed correctly.
- Handle fire alarm permitting and gather required information for designers after receiving a job folder.
- Communicate with sales, management, and designers as needed.
- Submit jobs for permitting, pay fees online to applicable Authorities Having Jurisdiction (AHJs), and monitor permit status daily.
- Track the design process and expected timelines.
- Provide status updates at weekly meetings about permitting progress and outstanding requirements.
- Create closeout documents when jobs are completed and file them accordingly.
- Add necessary documents to job files as they are created.
- Assist in training staff members and new hires.
- Implement and monitor programs as directed by management and see them through to completion.
- Generate memos, emails, and reports when appropriate.
- Maintain office equipment, including computers, copy machines, and fax machines.
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What This Job Offers
Job Type
Full-time
Education Level
No Education Listed
