Administrative Assistant - Fire Sprinklers

Fire Safety First•Santa Ana, CA

13h•Onsite

About The Position

The Fire Safety First Administrative Assistant is more than admin work; the role is the heart of the service team. The position ensures timely, correct support to both customers and technicians. The role requires exceptional efficiency in a fast-paced, multi-tasked work pace. The position interacts frequently every day with customers, technicians, managers and handles emergencies when needed. The Administrative Assistant handles multiple tasks quickly, sometimes simultaneously, and is proficient in project management, time management and organization, and works collaboratively in a team dynamic. This vital position contributes to the strength and sustainable growth of Fire Safety First.

Requirements

2-4 years working in a service-oriented administrative role
Proficient use of technical mediums, such as CRM, Word, Excel and TEAMS

Nice To Haves

Dispatching and scheduling experience preferred.

Responsibilities

Works closely with company owners, managers, and technicians to provide its customers with outstanding professional service.
Serves as the conduit to enable the technician team to focus on job delivery and improve customers’ experience.
Ensures client interactions are exceptionally handled; requests and concerns are accurately tracked, assigned, and resolved.
Handles multiple interactions via email, phone, TEAMs, online portals in a fast timely, accurate manner - every customer matters.
Manages flow of work, from initial orders from to dispatching technicians to job locations for timely completion of work at the job site to billing final work product.
Tracks and handles in-house and customer questions in a timely and accurate manner.
Prepares activities reports for management regarding service and contract billings.
Reviews field technicians’ notes, creates reports, and files in online system.
Provides Responsible Party Form for all monitoring contact updates; processes updates in CRM.
Utilizes CRM sales database to create and manage quotes, sales orders, and invoices.
Creates client proposals and prepares orders for invoicing.
Utilizes electronic filing systems for internal documentation and client deliverables.
Serves as an effective team member communicating effectively and respectfully to accomplish goals.
Works on one-time projects as needed.
Identifies change in processes and the optimal application to promote efficiency.
Performs other tasks or projects as assigned by supervisor.
Contributes to team effort by accomplishing and achieving results.
Strong multitasking abilities with the capacity to manage multiple service calls, technician schedules, and customer requests simultaneously.
Proficient in prioritizing urgent service requests and adjusting schedules to meet changing business demands.
Thrives in a fast-paced, high-demand environment with the ability to prioritize, and adapt to changing priorities.