What are the responsibilities and job description for the Administrative Assistant (Fire Protection Services) position at Randall Construction?
Job Description
Job Description
About RANDALL
RANDALL is a leading self-performing subcontractor serving Florida and the Southeast. A family-owned company, RANDALL has deep roots in the community and is perfectly positioned as an innovator in the industry. With over 600 employees and 35 years in operation, RANDALL is an established, reliable, and trusted partner. RANDALL’s services and products are delivered through our 100,000 sq. ft. Fabrication facility, set on 25 acres in Central Florida.
Randall Fire Services Division is currently seeking a top-tier Administrative Assistant to work in our Apopka, FL headquarters. We are leaders in the Fire Protection industry, serving across Central Florida. We install, service and monitor complete fire and life safety systems to ensure people and property are protected and systems function as designed. We are dedicated to excellent customer service in everything we do! We are excited about this important role and are determined to consider the best and brightest candidates who meet our requirements.
Position Summary
At Randall, you will directly report to and assist our General Manager and Service Manager. The Administrative Assistant serves as the first point of contact for clients, vendors, and employees, ensuring a professional and welcoming environment. This role is responsible for managing clerical / office operations, handling communications, and assisting with administrative tasks to support efficient operation of the Fire Services department.
Essential Functions
- Provide comprehensive administrative support to the General Manager and Service Manager.
- Continually maintain and update account and project information.
- Receive and process incoming calls, emails and texts.
- Scheduling and calendar management.
- Work closely with field technicians, project staff, and leadership to ensure smooth business operations.
- Prepare reports, spreadsheets, and other documents.
- Facilitate the preparation and review of key operational documents, ensuring they align with company policies and contract requirements.
- Maintain documentation of correspondence / contacts with clients, employees and vendors.
- Address and resolve any client or operational issues with a proactive and solution-driven approach.
- Identify opportunities to enhance efficiency and streamline operations.
- Pursue continuous professional development and maintain a high degree of discipline, knowledge and awareness.
- Perform other administrative duties as required to support the division.
- Track outstanding purchase orders for equipment, materials, and services.
- Arrange travel and submit expense reports for team members.
- Perform other duties assigned by management.
- Receive incoming service requests, generate work orders and dispatch to the appropriate person.
- Create jobs in Computer Ease.
- Perform accounting duties such as service billing, pay applications, job cost, and reports.
- Receive and upload service inspection reports to the server and submit them to the city / Portal / Customer as needed.
- Create and update project folders with contracts, financial documents, change orders and any other project documentation.
- Prepare and maintain various services and project tracking spreadsheets.
Desired Qualification Requirements
Physical Requirements
This is primarily an office position and, as such, you must be able to sit up to six or more hours in an eight-hour workday, lift light objects such as files and paperwork frequently during the day, and objects weighing up to 10 pounds occasionally during the day. You must also be able to bend, stretch, crouch, and lift as required by the job.
Benefits
Our selection will be driven by the skills / qualifications above as well as the ability to develop relationships with clients and co-workers to maximize your professional opportunities.
We seek dynamic individuals who are ignited by challenge and opportunity for personal and professional growth. Are you ready to take the next step in your career? We have long-term opportunities for hard-working people who want to join a winning team. RANDALL offers competitive compensation, health benefits, insurance, matching 401(k), and paid time off.
We look forward to reviewing your resume!
Randall is a drug free workplace.
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