Administrative Assistant - (Dispatch)

Administrative Assistant - Fire Sprinklers

Join the Fire Safety First Team! FSF has been successful in serving SoCal's fire protection needs for nearly 50 years. Since then, we have grown into a dynamic team of creative minds and professionals with years of industry practice. FSF offers a fun and collaborative work environment where individuals are given the opportunity to learn and grow!

The Fire Safety First Administrative Assistant is more than admin work, the role is the heart of the service team. The position ensures timely, correct support to both customers and technicians. The role requires exceptional efficiency in a fast-paced, multi-tasked work pace. The position interacts frequently every day with customers, technicians, managers and handles emergencies when needed. The Administrative Assistant handles multiple tasks quickly, sometimes simultaneously, and is proficient in project management, time management and organization, and works collaboratively in a team dynamic. This vital position contributes to the strength and sustainable growth of Fire Safety First.

Essential Duties and Responsibilities:

• Works closely with company owners, managers, and technicians to provide its customers with outstanding professional service.
• Serves as the conduit to enable the technician team to focus on job delivery and improve customers' experience.
• Ensures client interactions are exceptionally handled; requests and concerns are accurately tracked, assigned, and resolved.
• Handles multiple interactions via email, phone, TEAMs, online portals in a fast timely, accurate manner - every customer matters.
• Manages flow of work, from initial orders from to dispatching technicians to job locations for timely completion of work at the job site to billing final work product.
• Tracks and handles in-house and customer questions in a timely and accurate manner.
• Prepares activities reports for management regarding service and contract billings.
• Reviews field technicians' notes, creates reports, and files in online system.
• Provides Responsible Party Form for all monitoring contact updates; processes updates in CRM.
• Utilizes CRM sales database to create and manage quotes, sales orders, and invoices.
• Creates client proposals and prepares orders for invoicing.
• Utilizes electronic filing systems for internal documentation and client deliverables.
• Serves as an effective team member communicating effectively and respectfully to accomplish goals.
• Works on one-time projects as needed.
• Identifies change in processes and the optimal application to promote efficiency.
• Performs other tasks or projects as assigned by supervisor.
• Contributes to team effort by accomplishing and achieving results.
• Strong multitasking abilities with the capacity to manage multiple service calls, technician schedules, and customer requests simultaneously.
• Proficient in prioritizing urgent service requests and adjusting schedules to meet changing business demands.
• Thrives in a fast-paced, high-demand environment with the ability to prioritize, and adapt to changing priorities. Dispatching and scheduling experience preferred.
• Ability to work independently while collaborating effectively with team members

Experience/Training/Education:

• High School Diploma, bachelor's degree, preferred
• 2-4 years working in a service-oriented administrative role
• Proficient use of technical mediums, such as CRM, Word, Excel and TEAMS

Job Type:

• Full-time, on-site, Monday - Friday
• 40 hours a week

Benefits:

• 401K/Roth Retirement Option with up to 4% Match, no vesting period
• Medical Insurance Paid for Employee
• Paid Time Off - 10 Days Accrued First Year
• Employee Assistance Program
• 7 to 8 Paid Holidays
• Option to add Dental and or Vision
• Optional Life Insurance
• FSA/HSA Program

About the Company: Fire Safety First is a full-service fire protection company serving all of Southern California. We strive to deliver fire protection and life safety solutions that protect people and assets from harm so that our communities continue to prosper. We specialize in the installation, repair, testing, and inspection of fire sprinkler systems, fire alarm systems, fire extinguishers, backflow preventers, underground fire lines, and more. Our company is growing and looking for talented individuals to join us in our mission! Fire Safety First is committed to a respectful and purposeful work environment; this includes each team member taking responsibility for the greater good of the company and its goal to provide exceptional customer service. Each team member is expected to strive for excellence in all aspects of their work. Additionally, Fire Safety First is an Equal Opportunity Employer; we proudly promote a diverse workforce and do not discriminate. We encourage all employees and applicants who meet the position requirements to apply for advancement within the organization regardless of race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. Harassment or inappropriate behavior of any kind is not tolerated and could be grounds for termination. If assistance or an accommodation due to a disability is needed, please discuss with Human Resources and/or the hiring manager.