Administrative Support Specialist

Pavion, Inc.; Hackensack (NJ); On-site; USD 40,000 - 45,000; Full time

Job summary

Pavion, Inc. is seeking an Administrative Support Specialist in Hackensack, NJ. The candidate will manage schedules, assist with data entry, and handle correspondence. Applicants should have a high school diploma, administrative experience, and proficiency in Microsoft Office. Join a company committed to safety and operational excellence.

Qualifications

• Proven experience in an administrative or support role.
• Ability to maintain confidentiality and handle sensitive information.
• Positive attitude and flexibility.

Responsibilities

• Manage schedules, calendars, and appointments for service team members.
• Handle incoming and outgoing correspondence including emails and phone calls.
• Assist with data entry, filing, and maintaining accurate records.

Skills

Organizational skills

Time-management skills

Communication skills

Attention to detail

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

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Pavion Connects and Protects by providing innovative fire, security, and communication integration solutions to customers across 70+ U.S. locations and 22 countries. We bring industry-leading expertise to clients in enterprise, healthcare, education, government, data center, and retail industries.

As a global leader, Pavion specializes in the design, installation, service, and maintenance of cutting-edge fire alarm systems, critical communications, video surveillance, access control, and advanced AV technologies. Our mission is to bring clarity and transformation to safety, security, and communication through integral technology and radical service.

With a commitment to safety, reliability, and operational excellence, Pavion ensures scalable, future-ready solutions tailored to meet and exceed our clients’ needs. Learn more at www.pavion.com

Pavion and our family of companies are seeking a talented and motivated Ops Support Specialist to join our fire business unit.

Primary Responsibilities:

• Manage schedules, calendars, and appointments for service team members as needed
• Order office supplies and schedule equipment maintenance as needed
• Handle incoming and outgoing correspondence, including emails, phone calls, mail and deliveries
• Assist with data entry, filing, and maintaining accurate records
• Coordinate and schedule meetings, conferences, and events
• Support service team projects by managing timelines and ensuring deliverables are met
• Update service customer accounts as needed
• Monthly billing of all renewable service customers
• Daily billing of all service deficiency work from service tickets
• Input service customer inspection reports
• Coordinate with Project Coordinator for scheduling priorities
• Perform other duties as assigned by the Operations manager or General manager
  
  

Basic Qualifications:

• High school diploma or equivalent required
• Proven experience in an administrative or support role
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software
• Strong organizational and time-management skills with keen attention to detail
• Excellent written and verbal communication skills
• Ability to maintain confidentiality and handle sensitive information with discretion
• Positive attitude, flexibility, and the ability to work both independently and as part of a team
  
  

Salary range: $40,000 - $45,000

Disclaimer: This job description should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as may be required. The employer has the right to revise this job description at any time. The job description is not be construed as a contract for employment.

Pavion is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected veteran status, age, or any other characteristic protected by law.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Hospitals and Health Care, Non-profit Organizations, and Government Administration

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