Administrative Assistant - Contracts & Operations

Job Description

Job Description

Pye- Barker Fire and Safety is more than just a company. We have provided quality fire protection services & equipment since 1946 and our company has stood the test of time, providing quality fire protection for over 75 years. We continue to build on this foundation, growing our team with the same core values that made us who we are. We’ve built our reputation on responsive and reliable service, and this alone has earned us the trust of companies across the country, from small corner stores to large international manufacturers. If you’re seeking a meaningful role where you can make a real difference, we welcome you to jump aboard and join the top leader in the fire and safety industry!

Position Overview

We are seeking a highly organized Administrative Assistant to support our Contracts & Operations team within a fast-paced commercial fire & life safety environment. This position plays an important role in maintaining accurate documentation, coordinating administrative processes, and supporting the successful execution of customer projects.

Key Responsibilities

• Support contract administration and document processing activities for commercial customer accounts.
• Prepare, review, organize, and maintain customer documentation with a high degree of accuracy.
• Coordinate administrative tasks supporting customer projects and internal operations.
• Maintain organized electronic and physical records in accordance with company procedures.
• Monitor assigned workloads and ensure administrative tasks are completed within established timeframes.
• Communicate with internal departments to coordinate documentation and project-related information.
• Review documents for completeness and accuracy before processing.
• Assist with data entry, reporting, and general administrative support as needed.
• Help identify opportunities to improve administrative processes and workflow efficiency.
• Maintain confidentiality while handling customer and company information.

Qualifications

• 2–5 years of administrative, office support, contract coordination, project coordination, or operations support experience.
• Strong attention to detail with the ability to produce accurate work in a fast-paced environment.
• Excellent organizational and time management skills.
• Ability to prioritize multiple assignments while meeting deadlines.
• Strong written and verbal communication skills.
• Intermediate proficiency with Microsoft Office, including Outlook, Excel, and Word.
• Experience working with databases, business management software, or document management systems is preferred.
• Ability to work independently while collaborating effectively with multiple departments.

The ideal candidate is someone who enjoys organization, creating structure, and ensuring details don't fall through the cracks. They are dependable, proactive, and comfortable managing multiple administrative responsibilities while maintaining a high level of accuracy. They understand the importance of quality work, communicate effectively with teammates, and contribute to a positive, team-oriented environment.

Experience supporting commercial service organizations, construction, facilities management, fire protection, HVAC, mechanical, or similar industries is a plus.

Why Join Our Team?

This position is a key part of our branch's operational success. You'll work alongside an experienced team, support meaningful customer projects, and play an important role in helping ensure work moves efficiently from start to finish through strong organization, attention to detail, and teamwork.