Service Administrative Assistant

High Rise Fire Protection Corp•New York, NY

About The Position

High Rise Fire and Security, affectionately known as High Rise, founded in 1992, is a leading fire alarm, life safety and security systems solutions provider. We provide a broad range of products and services including, but not limited to, the design, installation, service and maintenance of Fire Alarm, Auxiliary Radio Communication, Area of Refuge, Parking Garage Gas Detection, Card Access, Camera Surveillance, Video Intercom and Intrusion Systems. High Rise is an Edwards Systems Technology (EST) Strategic Partner and a multi-year winner of “Strategic Partner of the Year Award” for the Northeast Region. We are the first North American member of the SCUTUM Group. SCUTUM, founded in 1989, is a fast-growing, privately owned, leading European life safety company with offices in France, Germany, United Kingdom, Belgium, the Netherlands and Luxembourg. SCUTUM complements our solutions with additional products, services and expertise in electronic security, cyber security and defense security with an Artificial Intelligence (AI) platform. At High Rise, we pride ourselves on our ability to maintain thorough and up-to-date industry knowledge. Our employees are equipped with comprehensive knowledge and extensive experience in providing life safety system and electronic security solutions throughout New York City, SE Florida and the surrounding areas. We are currently looking for a Service Administrative Assistant to add to our team. This role is ideal for goal-oriented, self-motivated and entrepreneurial-minded professionals with a passion for success. With a solid reputation in the market, ever so growing Client base, cutting edge products and services, now is a great time to join our team.

Requirements

High school diploma, Associate Degree preferred
One year of administrative experience in a corporate environment, i.e. experience with handling a multiple-line phone system and managing an average of 100-150 calls / day
Software knowledge: Microsoft Office Suite, i.e. Outlook, Excel, Word
Attention to detail, and ability to produce quality results while working within constraints
Poised, professional demeanor and positive attitude
Ability to deal with change and to proactively form productive working relationships
Highly motivated, able to function independently or as a team member
Job Knowledge
Accountability and Dependability
Results Focus and Initiative
Client Service Focus and Effective Communication
Relationship Building and Collaboration
Judgment and Decision Making
Ethics and Integrity

Responsibilities

Screen all incoming phone calls and direct to appropriate party.
Retrieve and distribute phone messages.
Manage physical filing system for all client folders in all locations.
Meet and greet corporate clients and visitors, and direct accordingly.
Arrange for pickup/delivery of overnight and intra-day packages.
Order office supplies when necessary.
Process Return of Material Authorization (RMA’s) for all parts and devices.
Perform special projects as assigned by management.
Collect and enter Service Report details, including technician hours for each completed Test & Inspect in proprietary data system.
File Test & Inspect paper reports in Client folders.
Update Joint Commission Spreadsheets and prepare for FSM’s review prior to sending to Clients.
Prepare billing paperwork and upload to Admin-Accounting -Service folder in Company shared folder.
Comb through hundreds of Tech support emails to Match up Field of Service Report with proper documentation from the field I.E – Commercial Fire executed paperwork, Approved Quotes, DOHMH Sign-In Sheet, Other National Account Executed paperwork.
Search quote approved folder to match up executed paperwork with service report.
Reach out to technicians to request missing executed paperwork, escalating to FSM when paperwork isn’t received.