Administrative Assistant

Dalmatian Fire•Indianapolis, IN

1d•Onsite

About The Position

We are a full service fire sprinkler contractor that offers layout, design, fabrication, and installation for nearly every type of wet and dry sprinkler system, as well as a full range of specialty systems. Additionally, we also design and install fire pumps, standpipes, and fire water storage tanks, and perform various types of fire-related inspections. Dalmatian Fire is seeking an Administrative Assistant in the Indianapolis, IN office. In this position you will be responsible for a wide range of customer service and administrative duties with the Fire Protection Operations and Shared Services teams. #dalfire #LI-TS #-Onsite

Requirements

Minimum 1 year of administrative experience
Requires proficiency in computer usage above basic Microsoft Office & Windows Skills.
Must be tech savvy
Good understanding of Excel Spreadsheets and Creating of Tables.
Must be able to retain training in an organized fashion to be successful
Proven experience in multi-tasking and doing several difficult tasks at once – incoming calls, scheduling, internal personnel, emails, tracking down information, etc
Must possess strong organizational skills
Must be organized, self-motivated and a strong work ethic
Professionalism in email and over the phone
Must be able to maintain a confidential work ethic
Work hours minimum of 7:00AM – 4:00PM (Monday – Friday)
Regular and reliable attendance, including the ability to work extended hours and weekends as required

Nice To Haves

Dispatching or scheduling experience with Technicians, Project Managers, Foreman, etc preferred
Experience with AS400 / Trueline accounting system a plus

Responsibilities

Assist Operations and Shared Services personnel as needed
Answer telephone, screen, and direct calls
Provide information to callers or take and relay messages, as needed
Use Job Track program
Use AS400/Trueline program
Follow the company endorsed business process and best practices for dispatch and make recommendations on dispatch system/process improvements
Maintain document retention strategy for retaining hard and electronic copies of service acknowledgements, work orders, and inspection reports
Work with Superintendents and Field Foreman with equipment placement and usage
Assist with reviewing and approving invoices.
Other duties as needed.