Administrative Assistant (Kitchens Division)

Silco Fire & Security•Cleveland, OH

1d•Hybrid

About The Position

Silco Fire & Security is currently seeking a detail-oriented Administrative Assistant to support our Kitchen Suppression Division in our Cleveland and Akron branches. This position will support both our Akron and Cleveland branches. Regular travel between the two locations is required, and the candidate must be comfortable working from either branch based on business needs. This role provides administrative and project support by organizing job documentation, updating systems such as Monday.com and Salesforce, coordinating permits, inspections, work orders, invoices, vendor orders, and customer paperwork. The Administrative Assistant helps keep jobs, repairs, and inspections moving forward by supporting technicians, customers, vendors, building departments, and internal teams with accurate documentation, scheduling, follow-up, and day-to-day operational support.

Requirements

Proficiency with data systems and applications.
Strong analytical and problem-solving skills.
Ability to quickly learn new tools, processes, and technologies.
Excellent communication and interpersonal skills.
Ability to work independently and as part of a team.
Must have reliable transportation.
High School diploma or GED

Responsibilities

Maintain and organize job-related documentation, including job setup forms, final in-house forms, change order forms, deposit invoices, final invoices, permits, final acceptance sheets, and customer-specific paperwork.
Upload, organize, and maintain documents and project information within Monday.com boards, Salesforce, and other designated platforms for jobs, quoted repairs, inspections, and related work.
Coordinate job submittal documentation, including working with internal team members to obtain drawings and ensure required documents are complete and accurate.
Identify project jurisdictions, apply for permits, track permit status, coordinate required payments, request checks when needed, and maintain communication with building departments throughout the permitting process.
Schedule installs, quoted repairs, inspections, and final inspections with customers, technicians, and building departments as needed.
Create, assign, and maintain work orders while ensuring accurate job details, account information, and supporting documentation are included.
Support Salesforce opportunity management by uploading required documents, updating opportunity information, and moving stages forward as appropriate.
Send new site and account information to the New Accounts team to support accurate customer setup and billing.
Process and track vendor orders, including entering periodic orders and communicating with vendor contacts as needed.
Track open invoices, assist with customer follow-up, and support the payment collection process as needed.
Prepare and organize job folders, both electronically and physically, ensuring all required paperwork is complete and ready for final inspections.
Assist technicians by locating and providing previous reports, job documents, permits, drawings, and other required paperwork.
Travel to technicians, customers, job sites, and building departments as needed to deliver parts, paperwork, checks, permits, or other job-related materials.
Maintain Visa spend reports, mileage records, permit fees, and other job-related expense documentation with accuracy and timeliness.
Complete annual contractor registrations for various building departments to ensure company compliance with local requirements.
Prepare and send quotes as needed while ensuring accuracy, professionalism, and proper supporting documentation.
Perform additional administrative duties and project support tasks as assigned by management.