Administrative Assistant

Western States Fire Protection; Phoenix (AZ); On-site; USD 35,000 - 50,000; Full time

Benefits offered by this job

Health, Life, Dental, and Vision Insurance

401(k) Plan – Matching up to 3%

Paid Time Off (PTO)

Tuition Reimbursement

Annual Discretionary Bonus

Job summary

Western States Fire Protection is seeking an Administrative Assistant in Phoenix, Arizona. This role involves managing a multi-company phone system, assisting branch personnel, and handling administrative duties like scheduling and invoicing. Candidates should have a High School diploma or GED and possess excellent organizational and communication skills. The position offers comprehensive benefits, including health insurance, 401(k) matching, and paid time off.

Qualifications

• High School diploma or GED; and/or one to two years related experience preferred.
• Possess excellent written and verbal communication skills.
• Proficient computer skills with working knowledge of business software.

Responsibilities

• Manage project scheduling and invoicing with Project Managers and Customers.
• Conduct accounts receivable phone calls for collections.
• Maintain files and correspondence related to projects.

Skills

Organisational skills

Attention to detail

Multi-tasking

Time-management

Communication skills

Education

High School diploma or GED

Tools

Business software

Job description

Western States Fire Protection (WSFP) and its subsidiaries are more than a company. We are a family of unique individuals committed to our purpose, our values, and each other and we believe in making our own luck, creating our own opportunities. WSFP accomplishes this by constantly innovating, finding ways to create new value and seizing new opportunities.

Protecting lives and property since 1985, WSFP and its subsidiaries specialise in Life Safety Systems. Our values are simple: integrity, quality, safety, professionalism, commitment.

What We Offer

• Health, Life, Dental and Vision Insurance
• Employee Assistant Programme
• Flex Spending (FSA) (Cafeteria Plan) and HSA
• 401(k) Plan – Matching up to 3%
• Employee Stock Purchase Plan
• Profit Sharing Plan
• Paid Time Off (PTO), Parental Leave, Paid Pregnancy Medical Leave
• Paid Holidays
• Tuition Reimbursement
• Annual Discretionary Bonus
• Employer Paid Life Insurance
• Gym membership reimbursement

Administrative Assistant

The Administrative Assistant is responsible for answering the phones for a multi‑company phone system and directing visitors/customers that come to the office. He/she will assist other branch personnel, including key managers in a variety of administrative roles including but not limited to project billings, collection follow‑ups and other duties as outlined below.

Job Responsibilities

• Work with Project Managers and Customers as well as Division Manager on scheduling and invoicing
• Responsible for accounts receivable phone calls to follow up on collections
• Work with Customers and Inner Office Staff to keep projects moving forward
• Maintain a professional attitude and appearance
• Create, type, and distribute internal and external correspondence
• Arrange and maintain various types of records including job files
• Complete special projects as required
• Accomplish responsibilities as required using business software as approved by WSFP
• Other duties as assigned

Job Qualifications

• High School diploma or GED; and/or one to two years related experience and/or training is preferred
• Puts forth a courteous, friendly, helpful attitude at all times when receiving office visitors, answering the phones, or dealing with other associates
• Excellent organisational skills
• Attention to detail
• Multi‑tasking and time‑management skills, with the ability to prioritise tasks
• Ability to be resourceful and proactive when issues arise
• Proficient computer skills with working knowledge of business software application
• Possess excellent written and verbal communication skills
• Willing to pass a post‑offer drug screen test and background check

EEO Statement

All qualified applicants with Western States Fire Protection Company will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation and gender identity, national origin or status as a qualified individual with a disability or protected veteran.

VEVRAA Federal Contractor