Administrative Assistant

Human Resources Team•San Antonio, TX

20d•Onsite

About The Position

Impact Fire Services is seeking an Administrative Assistant to provide fire alarm administrative support for its San Antonio, Texas office. The role supports a team and requires managing complex schedules and administrative work, multitasking, problem-solving, organization, and completing workloads on time. The position coordinates fire alarm permitting and design workflows, communicates with sales, management, and designers, and maintains job documentation and office equipment.

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.
Strong organizational skills and dedication to completing projects on time.
Successful completion of a drug test and pre-employment background screening is required.

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 promptly gather the materials needed for designers after receiving a job folder.
Communicate with sales, management, and designers as needed.
Submit jobs for permits, pay fees online to relevant Authorities Having Jurisdiction (AHJs), and monitor permit status daily.
Track the design process and expected timelines.
Report job permitting status or outstanding requirements during weekly meetings.
Create and file closeout materials when jobs are completed.
Add necessary documents to job files as they are created.
Assist with 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.

Benefits

Competitive compensation, paid weekly every Friday.
Career advancement opportunities.
Healthcare, dental, vision, and life insurance.
Paid time off and holidays.
Company-paid short- and long-term disability.
Immediate vesting in the company 401(k) match.
Full-time employees participate in the Shared Ownership Program, which offers a monetary bonus aligned with the company's long-term success.
Guidance and support from managers.
Collaborative culture and environment.
Training opportunities, with company reimbursement upon achieving required licensing.
Apprenticeship programs for fire sprinkler, fire alarm, and inspection positions.