Administrative Assistant / Receptionist

Office Administrator – SHFP – Mebane, NC

Location: Mebane, NC Job Type: Full-Time | Pay: Industry-Leading Benefits: Competitive, People-First Benefits At SuperHero Fire Protection (SHFP), we save lives and protect property by providing essential fire protection and life safety services. Behind every successful installation, inspection, and service call is a team of dedicated professionals who keep everything running smoothly. We're looking for an Office Administrator who is organized, dependable, detail-oriented, and passionate about supporting people. If you thrive in a fast-paced environment, enjoy keeping operations on track, and want to be part of a team with a meaningful mission, you may be the perfect addition to our crew!

Essential Roles and Key Responsibilities

• Keep the Office Running Smoothly: Manage daily office operations, answer incoming calls, coordinate correspondence, maintain calendars, and provide administrative support to the team.
• Deliver Excellent Customer Service: Welcome visitors, clients, and vendors professionally while responding to inquiries and directing requests to the appropriate team members.
• Support Service and Field Operations: Assist with scheduling service appointments, coordinating technician schedules, communicating job updates, and helping ensure field teams have the information they need.
• Maintain Accurate Records: Perform data entry, organize electronic and physical files, maintain customer and job records, and ensure documentation is accurate and up to date.
• Assist with Administrative and Financial Tasks: Support invoice processing, billing documentation, purchase orders, expense tracking, timesheet review, and other administrative functions as assigned.
• Coordinate Fire Protection Documentation: Assist with organizing inspection reports, service tickets, work orders, equipment records, and other documentation related to fire alarm, sprinkler, and life safety systems.
• Support Internal Communication: Serve as a point of contact between office staff, field technicians, management, customers, and vendors to help ensure information is communicated efficiently.
• Assist with Scheduling and Follow-Up: Track outstanding paperwork, follow up on open service requests, and help ensure administrative deadlines and customer commitments are met.
• Be the Glue That Holds the Team Together: Anticipate needs, identify opportunities for improvement, resolve routine administrative issues, and help create an organized, productive office environment.

Qualifications and Skills

• At least two years of experience in an administrative, office support, or coordination role. Experience in construction, mechanical services, facilities management, or the fire protection industry is a plus.
• Strong verbal and written communication skills, including professional phone, email, and face-to-face interactions.
• Excellent organizational skills and the ability to manage multiple priorities in a fast-paced environment.
• Proficiency with Microsoft Office applications, including Outlook, Word, and Excel; experience with Microsoft Teams and scheduling or business management platforms is a plus.
• Strong attention to detail and the ability to maintain accurate records and documentation.
• Ability to communicate effectively with office personnel, field technicians, customers, vendors, and management.
• A proactive, solutions-oriented approach with the ability to anticipate needs and follow through on assigned tasks.
• Ability to handle confidential information professionally and exercise sound judgment.
• A positive, dependable, team-first attitude with a strong commitment to customer service.
• Willingness to learn fire protection and life safety terminology, systems, and administrative processes.

Education

• High school diploma or equivalent required.
• Additional coursework or training in business administration, office management, or a related field is a plus.

Certifications and Licenses

• No specific certifications or licenses required.
• Microsoft Office, administrative support, or customer service certifications are a plus.