Administrative Assistant

Make a difference, protect lives, and achieve your dreams. Build your career with the industry-leading fire, life safety and security company.

This position performs a variety of clerical, recordkeeping, and customer service tasks to assist with the smooth operation of the organization. Provides administrative and clerical support to an assigned location, department, and / or unit while supporting daily front-office functions. Develops, maintains, and ensures accurate records and communications. Assists with budgetary matters, tracks department funds, purchasing, and office supply requisitions. Compiles reports, manages incoming calls and visitors, and monitors assigned projects and / or program components.

Essential Duties & Responsibilities :

• Greet and directs clients, visitors, and on-site guests; determines nature of business and notifies appropriate personnel.
• Answer phone calls and emails in a timely and professional manner using a multi-line telephone system.
• Routes calls, connect callers to proper extensions, manage messages, and coordinate with answering services as needed.
• Make appointments and referrals.
• Manage data in spreadsheets and reports.
• Create and maintain office-related records and reports.
• Perform data entry and filing tasks for accounts payable, purchase orders, equipment inventory, and departmental documents.
• Maintain the integrity and confidentiality of confidential employee or departmental files.
• Receive, record, and distribute packages and mail; prepare outgoing mail, manage postage meter usage, and maintain necessary mailing supplies.
• Assist in the ordering, receiving, stocking, and distribution of office supplies; maintain office equipment and requests service calls when needed.
• Compile budget data and maintain financial records as requested.
• Copy, collate, and prepare reports for mailings, meetings, and other correspondence.
• Scan documents into accounting systems and client portals; upload required reports to compliance platforms.
• Generate service and inspection reports and send to customers upon request.
• Responsible for contacting insurance companies to obtain certificates of insurance when requested.
• Book employee travel arrangements as needed.
• Assist with projects, event support, and work cooperatively with other departments.
• Assist other departments as needed.
• Assist with customer relations and contract creation.
• Manage all branch Fire Alarm invoicing.
• Obtain W-9 forms upon customer request.
• Maintain employee birthday and anniversary cards.
• Perform other duties assigned by management.

Education / Qualifications :

Other Duties :

Physical Requirements :

Benefits and Perks :

Pye-Barker Fire and Safety is an Equal Opportunity Employer