Contracts Administrative Assistant

Established in 2009, Impact Fire Services was the vision of a group of experienced industry professionals that wanted to build a best-in-class fire protection and life safety company. Through superior customer service and technical expertise, we have developed long-standing relationships with the leading businesses in our markets. We are a full-service fire protection company, providing installation, maintenance, inspection, monitoring, and retrofit of fire safety systems. Come join a dynamic team of fire protection professionals, many of whom carry NICET and manufacturer certifications in leading brands. Impact Fire has deep experience supporting many industries including retail, healthcare, education and restaurants. Today, we operate over 30 district offices and employ over 1,100 employees across multiple states throughout the USA.

At Impact Fire Services you can learn a trade with multiple career paths in fire and life safety while benefiting from an employee focused company culture that allows you to gain mentorship and training provided by leading experts at one of the fastest growing companies in the industry. Whether you have transferable skills, prior industry experience, or are looking to start your journey, our apprenticeship programs will give you the support and knowledge you need to go further in your career.

Why work with us?

At Impact Fire, we are a group of hardworking, dedicated fire protection professionals committed to protecting lives and property from fire. Our cohesive team spirit and customer service-oriented culture are expressed in all that we do. We operate with the belief that every team member plays a critical role in our success. We operate in 30 district office locations across the United States, supporting industries ranging from retail and healthcare to education and restaurants.

Please text “ImpactFire” to 512-722-7592 to connect with Ember, Impact Fire’s Recruiting Assistant, to learn more about this position and the company.

Benefits of joining Impact Fire Services

When you join Impact Fire you will receive:

• Competitive compensation
• Pay is on a weekly cycle, every Friday
• Career Advancement Opportunities
• Competitive benefits, including healthcare, dental, vision, life insurance, paid time off and holidays
• Company paid short and long-term disability
• Immediately vested in our 401(k) company match
• Exceptional guidance and support from our managers
• Collaborative culture & environment
• Robust training opportunities with company reimbursement upon achieving required licensing
• Apprenticeship programs for fire sprinkler, fire alarm and inspection positions
• Opportunity to work alongside some of the best talent in the fire protection industry

As a part of the Contract Dept, you will be working closely with the Project Managers, Design Team, Field Superintendents, and customers to provide the necessary administrative support to keep the flow of projects moving from start to finish. This includes, but is not limited to:

• Offer administrative support to the Office Manager and others on the management team as needed.
• Manage multiple projects simultaneously while maintaining strong attention to detail
• Entry of new customer setups, new project setups, and change orders with accuracy.
• Certified Payroll tracking.
• Subcontract management.
• Job cost and change order accounting
• Issuing Material Purchase Order’s
• Support of job status reports
• Project insurance, personnel and payroll administration
• Prepares and submits monthly pay requests in accordance with contract terms.
• Training and navigating different construction/client based portals for project needs.
• Scan and file documentation.
• Maintain both digital and hard copies.
• Other administrative duties as necessary

Experience Required:

• 2-3 years administrative experience in the construction industry preferred.
• Experience with Lien Laws and contract billing.
• Experience with excel, pivoting tables, and Microsoft applications.
• Current Notary Public, or willingness to apply within 3 months of employment.
• AIA billing experience preferred.
• Government funded contract experience a plus.
• Ability to meet all assigned deadlines.
• Ability to work independently as well as in a team environment.

Successful completion of a drug test and pre-employment background screening is required. MVR checks are required for all driving positions.

We look forward to talking with you about career opportunities with Impact Fire Services. For consideration, please apply on-line.

Employment with an Equal Opportunity Employer (EOE) including disability/veterans.