Administrative Assistant

Beach Lake Sprinkler Corp; Beach Lake (PA); On-site; USD 23,000 - 28,000; Full time

Job summary

Beach Lake Sprinkler Fire Protection Services in Beach Lake, PA is seeking an Administrative Assistant to support daily office operations including job setup, invoicing, customer communication, document management, and general office coordination.

Requirements include a High School Diploma or GED, an Associate's degree preferred, a minimum of two years in an office setting, strong communication and organizational skills, proficiency in Microsoft Office and Excel, and a valid driver's license;

Qualifications

• High School Diploma or GED required.
• Associate degree preferred.
• Minimum two years in an office setting.
• Experience in fire protection/construction is a plus.
• Excellent written and verbal communication skills.
• Strong organizational/time-management abilities.
• Proficient in Microsoft Office; advanced Excel skills.
• Valid driver's license required.
• Notary Public certification is a plus.

Responsibilities

• Open new service jobs in the system and assist sales to ensure accurate billing and job setup.
• Gather information for each job (POs, tax forms, insurance certs, etc.).
• Maintain an accurate customer, job, and collection database.
• Prepare and invoice customers following job requirements and billing procedures.
• Communicate with customers about job updates and invoice questions.
• Maintain on-call calendar and reminders for technicians.
• Scan and upload documents into electronic folders and keep files organized.
• Support field staff with applications/devices and collect project documentation.

Skills

Microsoft Office

Advanced Excel

Communication skills

Time management

Organizational skills

Detail oriented

Valid driver’s license

Notary Public certification

Education

High School Diploma or GED

Associate's Degree preferred

Tools

Microsoft Office

Excel

Job description

DU Family of Companies is a network of fire protection, life safety, and security service companies, protecting people and property across 30+ locations and 11 states. Beach Lake Sprinkler Fire Protection Services, founded in 1992 and headquartered in Beach Lake, PA, is a full-service fire protection contractor with a second office in Brooksville, FL. Specializing in new construction, renovation, retrofit, and service work across warehouse, distribution, pharmaceutical, healthcare, industrial, residential, and retail markets, Beach Lake Sprinkler is a proud member of the DU Family of Companies, powered by APi Group. Living our motto, "we protect what you value most," Beach Lake Sprinkler Fire Protection Services offers a challenging and rewarding work environment for those passionate about keeping communities safe.

Due to continued growth, we are looking to add an Administrative Assistant to our Beach Lake, PA team. In this role, you will perform a variety of clerical and administrative duties that support the daily operation of the office, including job setup, invoicing, customer communication, document management, and general office coordination. Success in this role requires exceptional attention to detail, strong organizational and communication skills, and the ability to manage a wide variety of tasks independently in a fast-paced environment.

Key Responsibilities:

• Open new service jobs in the system, or assist the salesperson in doing so, to ensure correct information has been entered to accurately bill and maintain the job and to receive a job number, including job site, customer, and vendor creation as needed.
• Assist in obtaining information needed for each job, such as PO numbers, tax-exempt forms, insurance certificates, utilization reports, credit applications, and certified payroll information.
• Maintain an accurate database by regularly updating customer, job, and collection information as needed.
• Accurately prepare and invoice customers per the requirements of the job and the customer's preferred billing procedures, including processing credits and rebills when necessary.
• Communicate with customers regarding job updates, invoice questions, and the receipt of service and emergency calls as needed.
• Maintain the service on-call calendar and send reminders to on-call technicians.
• Scan and upload documents into customer folders and files within the electronic document storage system, and maintain organized job and contract files.
• Support field staff with applications and devices, and ensure all project documentation is collected, including receipts, vehicle violation payments, and tracking records.
• Process backflow inspection submittals, Brycer and NAFISC submittals, and requests for certificates of insurance.
• Handle remote deposits, ACH enrollments, and receiving and noting incoming checks and payments.
• Manage license renewals, vehicle registrations, inspection renewals, and the truck and mileage list.
• Maintain contract job lists and coordinate office supply orders.
• Make post office trips and perform other general office errands as needed.
• Send out birthday cards and gift cards on behalf of the office.
• Answer phones and direct inquiries to the appropriate team members.
• Assist with special projects and other duties as assigned.

Qualifications:

• High School Diploma or GED required; Associate's Degree preferred.
• A minimum of two years of experience in an office setting is preferred; background or familiarity in the fire protection and/or construction industry is a plus.
• Ability to deal effectively and tactfully with a wide variety of individuals in person, via telephone, and in writing.
• Exceptional oral and written communication skills with strong organizational and time management abilities.
• Ability to work well under pressure despite frequent interruptions and shifting priorities.
• Exceptional accuracy and attention to detail.
• Ability to self-manage and work independently with minimal supervision.
• Strong knowledge of Microsoft Office with advanced Excel skills, and strong general computer proficiency.
• Valid driver's license required.
• Notary Public certification is a plus.

Physical Demands & Work Environment:

• Office environment with moderate noise levels.
• Mostly sedentary role with the need to move about the office to copy, scan, fax, and file.
• May require occasional driving for post office trips, permit pickups, or other office errands.
• Consistent use of computer and phone throughout the workday.
• May require light lifting of storage boxes, packages, or office supplies.

The wage for this role is $17.00 to $20.00 per hour, based on experience and qualifications.

As part of the DU Family of Companies, we believe that empowering and investing in our employees as leaders develops an organization that delivers innovative solutions and services that create a superior customer experience. The unique blend of our leader's abilities and the ownership of their work, combined with our culture and values, creates something that is simply described as the Davis-Ulmer difference.

Why Choose DU Family of Companies?

• Competitive Compensation:We offer competitive pay rates for experienced professionals, ensuring your skills are recognized and rewarded appropriately.
• Comprehensive Benefits Package:Enjoy an industry-leading benefits package that includes medical, dental, vision, and additional perks, ensuring your health and well-being are taken care of.
• Strength of the Family:The Davis-Ulmer Family of Companies, with over 30 locations across the East Coast and Midwest, epitomizes the strength of a team-first mindset. Embracing a culture of collaboration, we unite to share knowledge, resources, and best practices across our network of branches. This collective approach strengthens us as a cohesive group, amplifying our impact far beyond what any individual business unit could achieve alone.
• Backed by APi Group:As a subsidiary of APi Group, a publicly traded, multi-billion-dollar corporation headquartered in Minnesota, we provide the financial stability and support needed for success. Benefit from world-class training and leadership development opportunities, backed by a powerhouse in the Fire Life Safety & Security industry.
• Long-Term Career Relationships:Many of our employees have been with us for 20+ years! We believe in investing in the right people, fostering enduring professional relationships that benefit both individuals and the company alike. Join us and become part of a community where your dedication is recognized and valued for the long term.
• Values Match:We prioritize hiring individuals whose values align with ours. Our commitment to value-driven recruitment is a cornerstone of our People/Talent Development Operating Code.

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by law.

DAVIS-ULMER'S ENDURING PURPOSE: To protect what people value most.

All offers of employment are expressly contingent upon the satisfactory completion, in accordance with Company policy, of a pre-employment drug screening and background check.

Equal Opportunity Employer, including disabled and veterans.