Administrative Assistance

Job Description

Job Description

Administrative Assistant – Billing & Office Support

The Administrative Assistant will provide essential administrative and financial support to a small team by managing billing, customer accounts, scheduling, service coordination, and day-to-day office operations. This role requires strong attention to detail, organization, and the ability to work independently while communicating effectively with customers and field technicians. Proficiency with QuickBooks Online, Microsoft Office, Excel, and Google Sheets is highly preferred.

Responsibilities

• Manage customer billing and invoicing using QuickBooks Online
• Maintain accurate customer information, service dates, account records, and related data in Excel and Google Sheets
• Answer incoming phone calls, respond to customer inquiries, and provide professional customer service
• Coordinate service calls, customer appointments, job schedules, and field technician needs
• Manage Accounts Receivable, including accurately entering and applying customer payments
• Create customer estimates and follow up on outstanding estimates
• Assist with technician pay, job costing, and payroll-related administrative tasks
• Maintain organized digital and physical records, documents, and filing systems
• Communicate effectively with customers, and technicians to ensure smooth daily operations
• Perform general administrative and office coordination duties as needed

Preferred Qualifications

• Entry-level to intermediate experience in administrative, office, billing, or customer service roles
• High school diploma or equivalent
• Experience with QuickBooks Online preferred
• Proficiency with Microsoft Office Suite, particularly Excel and Outlook
• Experience with Google Sheets and Google Workspace preferred
• Strong attention to detail and accuracy, particularly when working with financial information and data
• Excellent organizational and time-management skills
• Strong written and verbal communication skills
• Professional and friendly customer service skills
• Ability to multitask, prioritize responsibilities, and meet deadlines
• Ability to work independently, solve problems, and take initiative
• Ability to handle confidential financial and payroll information
• Experience with Accounts Receivable, invoicing, job costing, or payroll is a plus

What We're Looking For

We are looking for a dependable, organized, and detail-oriented team member who can take ownership of billing and administrative responsibilities. The ideal candidate is comfortable working with numbers, communicating with customers, coordinating service schedules, maintaining accurate records, and supporting both office staff and field technicians. Experience with QuickBooks Online and Excel is especially valuable.

Why You'll Like Working With Us

We’re a small, local business that has been serving our community and all of Florida since 1994 . Over the years, we’ve built our reputation by being dependable, honest and always putting our customers and employees 1st. We believe our long-term success comes from having a strong team and building lasting relationships with one another as with the people we serve.

We take pride in the trust and loyalty that our customers place in us and the level of service we provide. We’re looking for someone who wants to be part of a strong team, and takes pride in their work, and grows with us.

Here’s what we offer:

• Quiet, Peaceful Work Environment – A comfortable office where you can focus on your work and get things done.
• Local Office – Work locally with a small, friendly team where everyone plays an important role.
• Room to Grow – We’re growing, and we want our employees to grow with us. As you learn the business and take on more responsibility, there are opportunities to develop your skills and move into a larger role.
• Paid Time Off & Flexible Time Away – Paid PTO days are available for vacation, sick days, and personal time. We’re also closed on weekends and holidays, with flexibility for additional unpaid time off when needed.
• Dental & Vision Insurance – Dental and vision insurance options are available.
• A Strong Team – We work together, help each other out, and take pride in doing things the right way. Everyone has a role in providing the level of service our customers have come to appreciate and expect from us.

If you’re dependable, organized, willing to learn, and looking for a place where you can grow with a well-established local business , we’d like to hear from you.

Founded in 1994, County Fire began with a simple mission: to provide reliable, professional service for fire prevention and life-safety equipment. Since then, we have grown from serving Lake, Orange, and Osceola Counties to providing services throughout the entire state of Florida.

At County Fire, we hold ourselves to a high standard of quality, professionalism, and customer service. Our team is dedicated to helping businesses maintain safe, compliant, and properly functioning fire protection systems.

From fire extinguishers and fire suppression systems to emergency lighting and other fire prevention equipment, we provide a wide range of services to meet our customers’ needs. Through our trusted partner companies, we are also able to provide additional fire and life-safety solutions, making County Fire a comprehensive resource for businesses across Florida.

We take pride in our reputation, our relationships with our customers, and the quality of work we provide.

Company Description

Founded in 1994, County Fire began with a simple mission: to provide reliable, professional service for fire prevention and life-safety equipment. Since then, we have grown from serving Lake, Orange, and Osceola Counties to providing services throughout the entire state of Florida.\n\nAt County Fire, we hold ourselves to a high standard of quality, professionalism, and customer service. Our team is dedicated to helping businesses maintain safe, compliant, and properly functioning fire protection systems.\n\nFrom fire extinguishers and fire suppression systems to emergency lighting and other fire prevention equipment, we provide a wide range of services to meet our customers’ needs. Through our trusted partner companies, we are also able to provide additional fire and life-safety solutions, making County Fire a comprehensive resource for businesses across Florida.\n\nWe take pride in our reputation, our relationships with our customers, and the quality of work we provide.