Administrative Assistant / Receptionist

SuperHero Fire Protection, LLC; Mebane (NC); Presencial; USD 42.000 - 54.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Competitive benefits

People-first benefits

Descripción de la vacante

SuperHero Fire Protection, LLC in Mebane, NC seeks an Office Administrator to keep daily operations smooth and support a tight-knit team in a fast-paced environment. You will answer calls, schedule, maintain records, and assist with invoicing while coordinating field service with technicians.

Ideal candidates are organized, dependable, and able to manage multiple priorities. A proactive, customer-focused mindset helps our mission to protect lives and property.

Formación

• Two years of administrative/office support experience required.
• Strong verbal and written communication skills.
• Excellent organizational skills and ability to multitask in a fast-paced environment.
• Proficiency with Microsoft Office (Outlook, Word, Excel); familiarity with scheduling platforms is a plus.

Responsabilidades

• Keep the Office running: manage daily operations, handle calls, coordinate correspondence, maintain calendars.
• Deliver excellent customer service: greet visitors, respond to inquiries, direct requests to the right team.
• Support service and field operations: help schedule service appointments and coordinate technician schedules.
• Maintain accurate records: data entry, filing, keeping customer and job records up to date.
• Assist with administrative and financial tasks: invoicing, billing docs, purchase orders, expense tracking, timesheet review.
• Organize fire protection documentation and service records for compliance.
• Facilitate internal communication between office staff, field techs, management, customers, and vendors.

Conocimientos

Communication skills

Organizational skills

Multitasking

Problem solving

Team player

Data confidentiality

Proactive

Customer service

Educación

High school diploma

Business administration courses

Herramientas

MS Office

Microsoft Teams

Scheduling software

Descripción del empleo

Office Administrator – SHFP – Mebane, NC

Location: Mebane, NC

Job Type: Full-Time | Pay: Industry-Leading

Benefits: Competitive, People-First Benefits

At SuperHero Fire Protection (SHFP), we save lives and protect property by providing essential fire protection and life safety services. Behind every successful installation, inspection, and service call is a team of dedicated professionals who keep everything running smoothly.

We’re looking for an Office Administrator who is organized, dependable, detail-oriented, and passionate about supporting people. If you thrive in a fast-paced environment, enjoy keeping operations on track, and want to be part of a team with a meaningful mission, you may be the perfect addition to our crew!

Essential Roles and Key Responsibilities

• Keep the Office Running Smoothly: Manage daily office operations, answer incoming calls, coordinate correspondence, maintain calendars, and provide administrative support to the team.
• Deliver Excellent Customer Service: Welcome visitors, clients, and vendors professionally while responding to inquiries and directing requests to the appropriate team members.
• Support Service and Field Operations: Assist with scheduling service appointments, coordinating technician schedules, communicating job updates, and helping ensure field teams have the information they need.
• Maintain Accurate Records: Perform data entry, organize electronic and physical files, maintain customer and job records, and ensure documentation is accurate and up to date.
• Assist with Administrative and Financial Tasks: Support invoice processing, billing documentation, purchase orders, expense tracking, timesheet review, and other administrative functions as assigned.
• Coordinate Fire Protection Documentation: Assist with organizing inspection reports, service tickets, work orders, equipment records, and other documentation related to fire alarm, sprinkler, and life safety systems.
• Support Internal Communication: Serve as a point of contact between office staff, field technicians, management, customers, and vendors to help ensure information is communicated efficiently.
• Assist with Scheduling and Follow-Up: Track outstanding paperwork, follow up on open service requests, and help ensure administrative deadlines and customer commitments are met.
• Be the Glue That Holds the Team Together: Anticipate needs, identify opportunities for improvement, resolve routine administrative issues, and help create an organized, productive office environment.

Qualifications and Skills

• At least two years of experience in an administrative, office support, or coordination role. Experience in construction, mechanical services, facilities management, or the fire protection industry is a plus.
• Strong verbal and written communication skills, including professional phone, email, and face-to-face interactions.
• Excellent organizational skills and the ability to manage multiple priorities in a fast-paced environment.
• Proficiency with Microsoft Office applications, including Outlook, Word, and Excel; experience with Microsoft Teams and scheduling or business management platforms is a plus.
• Strong attention to detail and the ability to maintain accurate records and documentation.
• Ability to communicate effectively with office personnel, field technicians, customers, vendors, and management.
• A proactive, solutions-oriented approach with the ability to anticipate needs and follow through on assigned tasks.
• Ability to handle confidential information professionally and exercise sound judgment.
• A positive, dependable, team-first attitude with a strong commitment to customer service.
• Willingness to learn fire protection and life safety terminology, systems, and administrative processes.

Education

• High school diploma or equivalent required.
• Additional coursework or training in business administration, office management, or a related field is a plus.

Certifications and Licenses

• No specific certifications or licenses required.
• Microsoft Office, administrative support, or customer service certifications are a plus.