Administrative Assistant (Construction Accounting Support)

Job Title : Administrative Assistant (Accounting Support)

About Us

Since its inception in 1979 Overhead Fire Protection, Inc. has provided services within the fire sprinkler and alarm industry throughout Nevada and Northern California. We are a full-service company that designs, installs, repairs, services and inspects a variety of fire suppression systems. We are dedicated to providing complete customer satisfaction, competitive rates and personal attention to every single client. We are always available 24 hours a day, 7 days a week.

Job Summary:

Overhead Fire's Administrative Assistant is more than administrative work; the role is the heart of the sprinkler 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 every day with customers, technicians, managers and handles emergencies when needed. The Administrative Assistant handles multiple tasks quickly, sometimes simultaneously, and is proficient in data entry, time management and organization, and works collaboratively in a team dynamic. This vital position contributes to the strength and sustainable growth of Overhead Fire.

Essential Duties and Responsibilities:

• Provide day-to-day administrative support to management and staff
• Perform high-volume data entry with accuracy and attention to detail
• Enter, update, and maintain customer, vendor, job, and financial records in company systems
• Utilize Sage Intacct for accounting and administrative functions
• Process invoices, billing documents, purchase orders, and related paperwork
• Support accounts payable and accounts receivable activities
• Assist with bookkeeping, account reconciliations, and general accounting tasks
• Answer and direct incoming phone calls, emails, and customer inquiries professionally
• Prepare correspondence, reports, proposals, and other business documents
• Maintain organized records, filing systems, and office databases
• Assist with scheduling appointments, meetings, and service-related activities
• Help ensure efficient office operations and coordination across departments

Qualifications:

• Prior experience in an administrative, office support, or coordinator role
• Accounting experience required
• Strong data entry skills with a high degree of speed and accuracy
• Experience using Sage Intacct required or strongly preferred
• Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook
• Excellent written and verbal communication skills
• Strong organizational skills with exceptional attention to detail
• Ability to manage multiple priorities and meet deadlines
• Professional attitude, reliability, and strong work ethic
• Experience in the Fire Life Safety, construction, service, or related industry is preferred but not required
• Ability to work Monday-Friday 7am-4pm

Why You'll Love Working Here

At Overhead Fire, we believe in investing in our employees' success. Here's what you can expect:

• Competitive Pay : Compensation tailored to your experience and expertise

• Comprehensive Benefits : Including medical, dental, and vision insurance (100% company-paid options for dependents)

• Future Savings : A 401(k) savings plan with employer match

• Paid Time Off : Generous PTO and paid holidays to support work-life balance

• Professional Development : Certification reimbursement, ongoing training, and opportunities for career growth

• Additional Perks : Access to tools, resources, and support for success

We Value All Experiences

We understand that no candidate is perfectly qualified for any job. Experience comes in different forms; many skills are transferable, and passion goes a long way. Even more important than your resume is a clear demonstration of dedication, impact, and the ability to thrive in a fluid and collaborative environment. We want you to learn new things in this role and encourage you to apply if your experience is close to what we're looking for.

We also know that diversity of background and thought makes for better problem-solving and more creative thinking, so we're dedicated to adding new perspectives to the team.

Our Commitment to Diversity

Overhead Fire Protection is an equal opportunity employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

Overhead Fire Protection is committed to an inclusive experience for all applicants and will endeavor to make reasonable accommodations in the interview process, to the known physical or mental limitations of qualified employees with disabilities unless the accommodation would impose an undue hardship on the operation of our business.