Administrative Assistant

PROVIDING RIGHT SOLUTIONS FOR ALL FIRE PROTECTION NEEDS SINCE 1990.
International Fire Protection (IFP) is an Alabama-based values driven fire suppression company. We have charted our history and legacy on our purpose of building meaningful relationships while making the world a safer place. Therefore, LIFE SAFETY IS OUR BUSINESS, as such, we promise to be the trusted leader in fire protection, delivering the highest quality life safety solutions with commitment to customer satisfaction and operational excellence.

What We Offer:

• Health, Dental, Vision
• Flex Spending Accounts (health and dependent)
• 401(k), ESPP, Profit Sharing
• PTO & Company Paid Holidays
• EAP

Administrative Assistant

The Administrative Assistant is responsible for initiating, conducting, and coordinating the clerical and administrative functions required for the effective operation of an office. They will report to the Office Manager and assist other branch personnel, including key leaders in a variety of administrative roles.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Answers office phone and gives information to caller or transfers calls to appropriate individuals.
• Performs other administrative duties and special projects as assigned.
• Puts forth a courteous, friendly, helpful attitude always when speaking with customers or dealing with other associates.
• Conduct billing of jobs, accounts receivable/payable, and payroll, functions as assigned.
• Identify changes in projects that impact cost, schedule, or labor requirements.
• Assist with project dispatching/scheduling.
• Provide general administrative support for leaders and staff.
• Create, type, and distribute internal and external correspondence.
• Maintain various types of records.
• Assist in completing special reporting and licensing requirements.
• Accomplish responsibilities as required using business software as approved by IFP.
• Offer suggestions and solutions on improving efficiency of general procedures.
• Develop positive and ongoing relationships with customers and team members.

JOB QUALIFICATIONS:

• Requires exceptional oral, telephone and written communication skills, and organizational and time management skills.
• Ability to work efficiently despite numerous interruptions.
• Excellent customer service skills and ability to be on the phone and computer consistently throughout the day.
• Possess proficient computer skills with working knowledge of business software applications (Microsoft Office and Adobe).
• Ability to multi-task in a fast-paced environment.
• Must have exceptional accuracy and attention to detail.
• Must be flexible, motivated and demonstrate the ability to work in a team environment.
• Ability and desire to take on additional responsibilities and advance quickly within the position.
• Willing to pass a post-offer drug screen test and background check.

EDUCATION and CERTIFICATIONS:

• High school diploma/GED required; or one year of related construction administration experience and/or training is preferred.
• Previous experience in an office/administrative setting.
• Moderate to advanced computer skills, including use of a computer operated phone system.
• Familiar with Microsoft Office products.
• Notary Public a plus but not required.

PHYSICAL DEMANDS and WORK ENVIRONMENT:

• Office environment with moderate noise levels.
• Mostly sedentary role with the need to move about the office to copy, scan and fax.
• May require light lifting of storage boxes and packages to be mailed.
• Ability to be on the phone and computer consistently throughout the day.

This position is not eligible for sponsorship.

All offers of employment are expressly contingent upon the satisfactory completion, in accordance with Company policy, of a pre-employment drug screening and background check.

International Fire Protection is committed to complying with all laws prohibiting discrimination in employment and to providing equal employment opportunity to applicants and employees without discrimination on the basis of sex/gender, age, disability, race, color, ethnicity, religion, creed, national origin, military/veteran status, or other protected characteristics as defined by local, state, and federal law. In keeping with this commitment, International Fire Protection will provide reasonable accommodations in the application process to otherwise qualified applicants with a disability.

Applicants who wish to request a reasonable accommodation of disability in connection with the application process should contact Talent Leader at 256-562-1311.