Administrative Assistant

Impact Fire Services; San Antonio (TX); On-site; USD 36,000 - 48,000; Full time

Job summary

Impact Fire Services in San Antonio, TX seeks an Administrative Assistant to provide Fire Alarm administrative support. You will multi-task, manage complex schedules, and ensure steady workload completion as part of a collaborative team.

The role requires experience in administrative support, proficiency with MS Office, and strong organizational and communication skills. Fire alarm project coordination and permitting tasks are key responsibilities in a fast-paced office environment.

Qualifications

• Experience in an Administrative Assistant role.
• Fire Protection/Fire Alarm administrative experience is a plus.
• Excellent communication and organizational skills.

Responsibilities

• Manage workflow to meet deadlines and keep workload accurate.
• Handle fire alarm permitting and gather documents for designers after receiving folders.
• Communicate between sales, management, and designers as needed.
• Submit jobs for permitting and pay AHJ fees online; monitor permit status daily.
• Track design processes and expectations; report progress.
• Answer questions during weekly meetings about permitting status and needs.
• Create closeouts when jobs are completed and file accordingly.
• Collect and file all documents for each job as created.
• Assist in training staff and new hires.
• Implement and monitor programs as directed by management and complete them.
• Generate memos, emails, and reports when appropriate.
• Maintain office equipment (computers, copiers, fax machines).

Skills

Detail oriented

Exceptional communication

Organization

Tools

MS Office Suite

Job description

Impact Fire Services is searching an Administrative Assistant to provide Fire Alarm administrative support for the San Antonio 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 San Antonio, TX

Job Responsibilities:

• Manage workflow ensuring that deadlines are met and work is completed correctly
• Handle fire alarm permitting and gather all that is needed to provide to designers to their job immediately after receiving folder.

• Communicate between sales, management, and designer as needed.
• Submit jobs for permitting and pay fees online to necessary AHJs (Authority Having Jurisdictions) and monitor permit status daily.
• Tracking design process and expectancies.
• Be able to answer questions on weekly meetings where we stand on getting job permitted, or state what may still be needed.
• Create closeouts when jobs are completed and file accordingly.
• Take all necessary documents and place in job file as they are created.
• 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

Job Requirements:

• Experience in an Administrative Assistant role
• Fire Protection/Fire Alarm administrative experience is a plus
• Current use of MS Office Suite (Word, Excel) in a proficient manner
• Ability to analyze and revise operating practices to improve efficiencyDetail 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