Service Administrative Assistant

High Rise Fire Protection Corp•New York, NY

14h•Onsite

About The Position

High Rise Fire and Security, founded in 1992, is a leading provider of fire alarm, life safety, and security systems solutions. They offer a broad range of products and services including design, installation, service, and maintenance of various systems. High Rise is an Edwards Systems Technology (EST) Strategic Partner and a recipient of the “Strategic Partner of the Year Award” for the Northeast Region. They are also the first North American member of the SCUTUM Group, a European life safety company. High Rise prides itself on maintaining thorough industry knowledge and equipping employees with comprehensive expertise. They are currently seeking a Service Administrative Assistant who is goal-oriented, self-motivated, and entrepreneurial-minded with a passion for success. This is an excellent opportunity to join a growing team with a solid reputation, an expanding client base, and cutting-edge products and services.

Requirements

High school diploma, Associate Degree preferred
One year of administrative experience in a corporate environment
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

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.