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Western States Fire Protection · 11 hours ago

Administrative Assistant

Donna, TX

Full-time

Onsite

Entry Level

1+ years exp

Western States Fire Protection (WSFP) is a family of unique individuals committed to purpose and values in life safety systems. The Administrative Assistant is responsible for clerical and administrative functions to ensure effective office operations, supporting managers and staff in various roles.

ConstructionInformation TechnologyManufacturing

Responsibilities

Responsible for office reception functions including greeting customers, vendors, and associates

Complete the setup, scheduling, invoicing and collections of new jobs/projects

Conduct billing, receivable, and payable functions as assigned

Provide general administrative support for managers and staff

Work with Customers and Inner Office Staff to keep projects moving forward

Responsible for data and budget entry

Manage job billings

Provide customers with invoices and required backup paperwork following the customer’s billing requirements (Email, fax, upload to websites, etc.)

Create, type, and distribute internal and external correspondence

Update collection notes in the Past Due Memos section of WebApps and Astea

Meet regularly with the Office Manager to review collection accounts and provide updates

Schedule and dispatch technicians, equipment, or service vehicles to appropriate locations according to customer requests, specifications, or needs, using radios or telephones

Relay work orders, messages, and information to or from technicians, supervisors, and field inspectors using telephones

Act as national accounts coordinator for the Inspection department and is responsible for retrieving work orders off of various websites and distributing to the corresponding department contacts

Upload Inspection reports to various websites

Send out, receive and file Inspection reports

Maintain various types of records including job files

Assist in completing special reporting and licensing requirements

Assist in compiling contracts, proposals, and job packets

Complete special projects as required

Accomplish responsibilities as required using business software as approved by WSFP

Offer suggestions and solutions on improving efficiency of general office procedures

Other duties as assigned

Qualification

Business software applicationsBasic secretarial skillsWritten communicationVerbal communicationOffice experienceCustomer serviceCourteous attitude

Required

Good computer skills with working knowledge of business software applications

Excellent written and verbal communication skills

Puts forth a courteous, friendly, helpful attitude at all times when receiving office visitors, answering the phones, or dealing with other associates

Ability to pass a pre-employment drug screen test and background check