Office Administrator

Make a difference, protect lives, and achieve your dreams. Build your career with the industry-leading fire, life safety and security company.

This position performs a variety of clerical, recordkeeping, and customer service tasks to assist with the smooth operation of the organization. Provides administrative and clerical support to an assigned location, department, and/or unit. Develops, maintains, and ensures com. Assists with budgetary matters, track department funds, and purchasing. Compiles reports and monitors assigned projects and/or program components.

Essential Duties & Responsibilities:

• Set up new customers, service locations, billing accounts, and contacts in the company's operating system.
  
• Confirm that customer information, billing requirements, purchase orders, tax documentation, and service details are complete and accurate.
  
• Create, update, and maintain service tickets and work orders.
  
• Schedule technicians based on customer needs, technician availability, geography, and job requirements.
  
• Greets and directs clients and visitors.
  
• Answers phone calls and emails in a timely manner.
  
• Manages company telecommunications network and communicates with answering service.
  
• Makes appointments and referrals
  
• Manage data in spreadsheets and reports
  
• Creates and maintains office related records and reports
  
• Performs data entry and filing tasks for accounts payable, purchase orders, equipment inventory,
  
• Maintains the integrity and confidentiality of confidential employee or departmental files.
  
• Receives, records, and distributes packages and mail.
  
• Manages key vendor accounts, supply inventory, and submits invoices for payment
  
• Compiles budget data and maintains financial records as requested.
  
• Copies, collates, and otherwise prepares reports for mailings, meetings, and other correspondence.
  
• Assists with projects and event support
  
• Assists other departments as needed
  
• Assists with Customer relations
  
• Assists with Contract creations
  
• Prepare invoices and supporting documentation accurately and promptly.
  
• Submit invoices through customer portals or other required billing systems.
  
• Assist with accounts receivable activities, including contacting customers regarding invoice status and outstanding balances.
  
• Perform other duties assigned by management.
  

Education/Qualifications:

• Two or more years of office administration, customer service, service coordination, billing, or scheduling experience.
  
• Experience setting up customer accounts and maintaining accurate customer records.
  
• Experience scheduling technicians, field employees, or service appointments.
  
• Experience reviewing work orders and preparing invoices.
  
• Ability to greet visitors, clients, and colleagues in a friendly and courteous manner.
  
• Experience in fire protection, life safety, security, HVAC, electrical, plumbing, construction, or another field-service organization is preferred.
  
• Proficient in Microsoft Office Suite or similar software.
  
• Basic understanding of office equipment.
  
• Basic understanding of clerical procedures and systems such as recordkeeping and filing.
  
• Ability to work independently and identify and solve problems.
  
• Ability to organize and prioritize work.
  

Other Duties:

• Adheres to the Code of Conduct, Confidentiality Agreement, and Company Safety Policy.
  
• Performs other duties as assigned.
  

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
  
  

Benefits and Perks:

• Excellent pay
  
• Medical, dental, vision
  
• Company paid life insurance
  
• Company paid short-term disability
  
• 401K with employer match
  
• Paid vacation and company holidays
  
• Training and Career Development
  
• Company vehicle (if job applicable)
  
• Immediate qualification for the ALL In Ownership Plan for all eligible full-time employees
  

Pye-Barker Fire & Safety is an Equal Opportunity Employer. All applicants will be considered for employment without regard to race, color, creed, religion, national origin, ancestry, citizenship status, age, sex, gender, pregnancy, sexual orientation, gender identity, gender expression, genetic information, disability, military service and veteran status, or any other characteristic protected by applicable law.