Job description

Job Description – General Office Administrator

Professional Fire & Security, Inc. (a Fire, Safety and Protection Company) has become one of New England’s Fire Protection and Security experts. We are a full-service Commercial, Industrial, and Residential Fire & Burglar Alarm Installation company. We are currently looking for an Office Administrator to join our team in Assonet, MA.

Position Summary

We are seeking an organized office administrator to support our office with clerical and administrative tasks. Responsibilities include assisting our office staff with communicating with vendors and clients. The ideal candidate will have great computer, communication, and time management skills.

This position plays an essential role in the service department and organizational efficiency of the branch. Candidates should possess strong computer, communication and multi-tasking skills.

Previous experience in the fire safety or construction industry is helpful, but not required. If you are looking for a great opportunity in administrative support, we’d love to talk with you!

Responsibilities

• Provide administrative support to the office manager, project manager, general manager, and other management staff
• Process billing for technicians and service contract management using a computerized business program
• Purchase order reconciliation
• Technician administrative support including scheduled work preparation and distribution
• Track and verify service and sales department hours
• Prepare bank deposits, ensuring payments, amounts and records are correct
• Petty cash management
• Compile and calculate expense reports
• Prepare forms such as purchase orders, service agreements, and subcontracts
• Act as a point of contact for vendors, subcontractors, and various services teams and solicit quotes from them for new jobs
• Execute clerical and general office duties such as setting up filing systems, data entry, typing, copying, ordering office supplies, and other administrative tasks for special projects as requested
• Offer sales support (e.g., developing and processing purchase orders, quotes, sales orders, and invoices)
• Answer incoming phone calls and respond to emails in a professional way
• Front counter service support.
• Scheduling experience is a plus

Qualifications

• High school diploma is required - additional college such as an Associate degree or Bachelors’ degree is very valuable
• 2+ years administrative experience is needed - previous administrative duties in a busy construction office is ideal
• Familiarity with the construction industry is desired, but not required
• Excellent time management, organization, and communication skills are needed
• Proficient in computer skills, especially MS Office (Word, Excel, and PowerPoint)
• Learn new software, navigate multiple vender websites

Job Type: Full-time

Schedule:

• 8-hour shift, 8:00 a.m. – 4:30 p.m.

Experience:

• Administrative assistant: 2 years (Preferred)

Education:

• 2-year college degree (preferred)

Financial Duties:

• Handling cash
• Generating financial and operational reports

Other Duties:

• Dispatching and/or coordinating staff
• Producing and distributing memos, letters, reports, faxes, presentations, and forms
• Handling multiple projects and tasks at once

PFS offers a great work environment, professional development, challenging careers, and competitive compensation.

Job Type: Full-time

Pay: $15.00 - $20.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• On call

Ability to commute/relocate:

• Assonet, MA 02702: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Office: 2 years (Required)
• Administrative experience: 2 years (Required)

Work Location: In person

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