Secretary/Administrative Assistant

Company Overview:
We are a well-established fire suppression company with over 55 years of proven success. Our team operates in a fast-paced environment built on collaboration, reliability, and genuine care for both our employees and customers.

Position Overview:
We are seeking a highly organized and detail-oriented Administrative Assistant / Secretary to support daily office operations. This role works closely with the Owner/President and estimators to ensure accurate proposals, efficient billing, and smooth communication across the business. Must be able to manage responsibilities in a quick manner and prioritize by importance.

Key Responsibilities:

• Preparing proposals and invoices using QuickBooks
• Support estimators with documentation, pricing and administrative tasks
• Maintain and organize physical and digital files, track projects, order materials and supplies
• Process job billing accurately and in a timely manner
• Answer incoming phone calls and direct inquiries appropriately
• Monitor and respond to emails professionally
• Review contracts and ensure requirements are understood and followed
• Submit/request drawings for review/approval.
• Obtain permits for contracts

Required Qualifications:

• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Experience with QuickBooks
• Strong organizational and multitasking skills
• Ability to read, understand, and work with contracts and detailed requirements
• Excellent written and verbal communication skills

Preferred Qualifications:

• Previous experience in construction, fire protection, or related industry
• Prior administrative or office support experience in a fast-paced environment

Work Environment:

• Direct collaboration with leadership
• Team-oriented, open office

Compensation & Benefits:

• Competitive pay based on experience
• Health Insurance, Dental Insurance, Life Insurance, Short- & Long-Term Disability

Pay: $18.00 - $20.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Life insurance

Experience:

• Microsoft Office: 1 year (Required)
• QuickBooks: 1 year (Required)

Language:

• English (Required)

Work Location: In person