Administrative Assistant

F.E. Moran Group of Companies; United States; On-site; USD 38,000 - 54,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

Disability insurance

Paid time off

401(k) retirement savings plan

Job summary

F.E. Moran Group of Companies in the Quad Cities area seeks an Administrative Assistant to support day-to-day office operations and project coordination. You will join a professional, team‑driven environment where accuracy and timely communication matter, and where you handle multiple tasks with efficiency.

This full-time role offers competitive compensation and benefits as the company grows with you, along with opportunities to develop within an industry‑leading, safety‑conscious organization.

Qualifications

• Previous office experience preferred but not required.
• Strong data entry and computer skills, including MS Office, email, and ERP systems; ability to utilize office equipment.
• High school diploma or equivalent required.
• Effectively collaborate with and support team members both in office and field operations.
• Demonstrate time management skills and the ability to work on a variety of projects and meet deadlines.

Responsibilities

• Execute administrative, operational, data entry, and project support functions.
• Prepare, compile, and/or review business contracts, bid packages, lien wavers and vendor agreements, with required subsequent documentation, ensuring completeness, timeliness, and accuracy.
• Billing: Prepare and process billing and invoicing for Service and Project work; Track project and service job status to support on-time billing and purchasing needs.
• Report: Enter data into multiple systems, ensuring completeness and accuracy; maintain and update service logs, inspection reports, and safety requirements.

Skills

Willing to learn

Technical

Knowledgeable

Team player

Self-starter

Education

High school diploma or equivalent

Tools

Microsoft Office

ERP systems

Job description

• You excel at effectively and efficiently completing day-to-day administrative and operational tasks
• You successfully work to support others in a dynamic and fast-paced office environment
• You enjoy variety in your work and appreciate that no two days are the same

If yes, then bring your talent and skills to F.E. Moran Fire Protection! We have an exciting opportunity for an Administrative Assistant in our Quad Cities office. As our company continues to expand, we want you to grow and develop with us!

You Are:

• WILLING TO LEARN: Previous office experience preferred but not required
• TECHNICAL: Strong data entry and computer skills, including Microsoft Office suite, email, and ERP systems; ability to utilize office equipment, such as phones, copiers, scanners, and printers
• KNOWLEDGEABLE: High school diploma or equivalent required
• A TEAM PLAYER: Effectively collaborate with and support team members both in office and field operations
• A SELF-STARTER: Demonstrate time management skills and the ability to work on a variety of projects and meet deadlines

What You’ll Do:

• EXECUTE: Complete administrative, operational, data entry, and project support functions
• DOCUMENT: Prepare, compile, and/or review business contracts, bid packages, lien wavers and vendor agreements, with required subsequent documentation, ensuring completeness, timeliness, and accuracy
• BILLING: Prepare and process billing and invoicing for Service and Project work; Track project and service job status to support on-time billing and purchasing needs
• REPORT: Enter data into multiple systems, ensuring completeness and accuracy; maintain and update service logs, inspection reports, and safety requirements

What We Offer:

• TOTAL REWARDS: Competitive salary and benefits package, including medical, dental, and vision; life and disability insurance; paid time off; and 401(k) retirement savings plan with discretionary company match
• WORK ENVIRONMENT: Professional, engaging, collaborative, and rewarding
• TEAM: You will be an integral part of a knowledgeable, high achieving, and industry-leading group of professionals
• DEVELOPMENT:Opportunities to learn and enhance your skills and advance your career

Who We Are:

The F.E. Moran Group of Companies is comprised of seven specialized businesses offering a full spectrum of HVAC, Mechanical Services, Fire Protection, Special Hazard Systems, Plumbing, Refrigeration, and Industrial Piping Services across virtually every market. We are a single‑source contractor working seamlessly to consolidate resources and deliver outstanding construction and service solutions, regardless of size, scope, complexity, or location…We save lives, protect property, and create healthy environments.

At F.E. Moran Group of Companies, we are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or Veteran status. If you have a specific need that requires accommodation, please advise a member of the Talent Acquisition team by contacting us at [e-mail].

Candidates must be at least 21 years of age to be eligible for positions that require participation in the company’s fleet program. This is a requirement for roles involving the operation of company vehicles.