Administration - 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 ServicesWhen 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

Job SummaryYou will be responsible for processing inspections, customer file maintenance, entering information into various inspection portals, and using Inspect point, Service Trade & Great Plains. In addition, will also be responsible for front office activities, including the reception area, mail & joblist & time, including understandings all of the various portals & websites used. Also responsible for learning cross training job duties as assigned. You will be responsible for phone duties while working.Job Responsibilities:

Answer and direct inbound telephone calls; greet visitors & inform office staff of caller/visitor; assist with customer requests

Create quotes via Service Trade, follow up on sent quotes, creating and scheduling jobs & preparing work orders after approvals.

Create contract jobs in Great Plains and Service Trade, updating vendor & customer information

Update & record needed information for AIA billing

Uses Portals for Miscellaneous projects, update information, create invoices & pay bills as needed

Create invoices for service calls, completed jobs, monthly & contract billing using GP/ST systems

Create PO’s via the Great Plains Portal, understanding the different portals that Impact Fire Services uses to process Vendor Invoices for payments.

Check on past due invoices

Learn the new systems Great Plains, Service Trade & Inspect Point

Inspections: (1) prepare letters & invoices, (2) maintain customer files, (3) maintain schedule and billing to customers, (4) confirm and update customer contact information (4) enter completed backflow tests into respective portals

Inspect Point (1) scheduling process both paperwork & scheduling in the system (2) be able to download and edit an inspection report

UL testing: (1) once accepted, create folder, (2) send sprinklers out for testing, (3) process report and send to customers, (4) create invoice and letter and send to customer.

Other duties include, light filing, light a/r, creating fliers and arranging events as needed, collect & dispose of trash & recyclables, water plants

Job Requirements:

3-5+ years’ experience as an Administrative Assistant or offer position.

Proficient using Microsoft Office Suite including Word, Excel, Adobe.

Proficient with QuickBooks input and reports.

Ability to utilize email and internet for business needs.

Ability to learn Great Plains, Service Trade & Inspect Point (inspection program) & various portals for backflows and invoicing, understanding AIA for contract projects and the various portals.

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.Job DetailsPay Type Hourly