Administrative Assistant

Impact Fire; Arizona; On-site; USD 32,000 - 48,000; Full time

Benefits offered by this job

Competitive compensation

Weekly pay on Fridays

Career advancement opportunities

Healthcare, dental, vision, life; PTO/

Disability insurance

401(k) company match

Shared Ownership Program

Training opportunities and licensing

Apprenticeship exposure in fire safety

Job summary

Impact Fire Services, LLC is seeking an Administrative Assistant to support the Phoenix, AZ office. The role requires efficient multitasking, strong organization, and teamwork to maintain schedules and administrative tasks.

The ideal candidate will have administrative experience and be proficient with MS Office, with a focus on accurate data entry, timely communication, and professional client service in a dynamic environment.

Qualifications

• Administrative support experience required.
• Proficient in MS Word and Excel.

Responsibilities

• Greet visitors and manage office flow.
• Schedule work for field staff and manage deadlines.
• Assist with client invoicing and collections follow-ups.
• Support training and onboarding of staff.
• Prepare memos, emails, and routine reports.

Skills

Administrative experience

MS Office proficiency

Tools

MS Office

Job description

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 52+ district offices and employ over 2,100 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 52+ district office locations across the United States, supporting industries ranging from retail and healthcare to education and restaurants.

Benefits of joining Impact Fire Services

When 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
• Full-time employees participate in our Shared Ownership Program which offers a monetary bonus aligned to the company's long-term success. This program fosters an ownership mindset and ensures that every employee meaningfully shares in the success they help create.
• 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

Impact Fire Services is seeking an Administrative Assistant to support the Phoenix, AZ office. We are looking for an individual who is efficient and comfortable being a member of a team. The ability to multi-task, while maintaining complex schedules and managing administrative support, is essential in this position. The ideal candidate for this job is resourceful, a good problem solver and organized. Assuring a steady completion of workload in a timely manner is key to success in this position.

This position is located in Phoenix, AZ

Primary Job Responsibilities:

• Greeting visitors upon arrival to the office
• Manage workflow ensuring that deadlines are met and work is completed correctly
• Assist in scheduling work for field employees
• Assist with collection calls on outstanding invoices
• Assist in training staff members and new hires
• Implement and monitor programs as directed by management, and see the programs through to completion
• Generate memos, emails and reports when appropriate
• Assume responsibility for maintenance of office equipment, including computers, copy machines and fax machines
• Maintain office supplies by checking inventory and order items
• Respond to questions and requests for information
• Answer incoming calls and assume other receptionist duties when needed

Job Requirements:

• Administrative Assistant experience
• Current use of MS Office Suite (Word, Excel) in a proficient manner
• Ability to analyze and revise operating practices to improve efficiency
• Detail oriented and comfortable working in a fast-paced office environment
• Exceptional communication skills
• Superior organization skills and dedication to completing projects in a timely manner

Other Requirements:

• Customer Service - provide helpful, courteous, accessible, responsive and knowledgeable support to staff, clients,
• and others at all times
• Problem Solving - Identifies potential issues, find solutions by looking beyond the obvious, and apply effective
• methods for solving problems to support the business objectives.
• Strong interpersonal/communication skills
• Detailed oriented and demonstrate a high degree of accuracy when performing data entry
• Previous fire protection experience a plus.

Successful completion of a drug test and pre-employment background screening is required. MVR checks are required for all driving positions.

Employment with an Equal Opportunity Employer (EOE) including disability/veterans.