Administrative Assistant

Impact Fire; San Antonio (TX); On-site; USD 19,000 - 30,000; Full time

Benefits offered by this job

Competitive benefits

Healthcare

Dental

Vision

Life insurance

Paid time off

Job summary

Impact Fire Services is seeking an Administrative Assistant to support Fire Alarm administrative tasks for the San Antonio office. The successful candidate will be a reliable team player, capable of multitasking, and organized to manage schedules and documentation efficiently.

Our team emphasizes mentorship, growth, and a collaborative culture, with opportunities for training and advancement across fire protection disciplines in a fast-paced environment in San Antonio, TX.

Qualifications

• Experience in an Administrative Assistant role.
• Fire Protection/Fire Alarm admin experience is a plus.
• Proficient in Word and Excel.
• Detail oriented in a fast-paced office environment.

Responsibilities

• Manage workflow ensuring deadlines are met and work is completed correctly.
• Handle fire alarm permitting and gather documents for designers upon folder receipt.
• Communicate between sales, management, and design as needed.
• Submit jobs for permitting and pay AHJ fees; monitor status daily.
• Track design process and expectations.
• Attend weekly meetings to report progress and needs.
• Create closeouts and file documents accordingly.
• Maintain job files with incoming documents.
• Assist in training staff and new hires.
• Implement and monitor programs; ensure completion.
• Generate memos, emails and reports when appropriate.
• Maintain office equipment (computers, copiers, fax).

Skills

Administrative experience

MS Office proficiency

Communication skills

Organizational skills

Tools

MS Office Suite

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 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 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

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.