Fire Inspection Administrative Coordinator

Cities, Inc.; Panama City (FL); On-site; USD 36,000 - 48,000; Full time

Job summary

This position provides specialized administrative support for the Fire Inspection Division within Cities, Inc. The role serves as receptionist, handles inquiries, maintains records, schedules inspections, processes permits, and assists with data analysis and reports.

Responsibilities include processing complaints, maintaining calendars, reconciling invoices, and ensuring proper quality control while interacting with public and other departments.

Qualifications

• Knowledge of customer service principles and practices.
• Knowledge of modern office practices and procedures.
• Knowledge of basic accounting principles.
• Knowledge of City payroll policies and procedures.
• Knowledge of City and Departmental policies and procedures.
• Knowledge of inventory management and purchasing principles.
• Knowledge of computers and job-related software programs.
• Skill in accurately entering and maintaining data.
• Skill in prioritizing and organizing work.
• Skill in providing high‑level quality customer service to diverse client base.
• Skill in the accurate maintenance of files and records.
• Skill in the use of computers, Microsoft Office, and common office equipment.
• Skill in listening well and communicating effectively verbally and in writing.
• Ability to achieve timeliness and quality control.
• Ability to respond with tact and courtesy under stress.
• Ability to work cooperatively in a team.
• Ability to compile information and prepare detailed reports.
• Ability to be accurate and focused on repetitive tasks.
• Ability to handle multiple assignments concurrently.
• Ability to adapt to interruptions and changing priorities.

Responsibilities

• Provides administrative support to the Captain of the Fire Inspection Division.
• Receives and processes complaints and handles public inquiries.
• Maintains records of citations and associated fees.
• Schedules inspections and inputs results into registration software.
• Reconciles division invoices and payments.
• Researches and analyzes data for reports and graphs.
• Acts as liaison with other departments and outside agencies.
• May assist as division records custodian.
• Maintains the division calendar and orders office supplies.
• Notarizes documents and performs related duties.

Skills

Customer service

Data entry

Record keeping

Communication skills

Time management

Teamwork

Office equipment handling

Microsoft Office

Problem solving

Tools

Microsoft Office

Office equipment

Job description

This position provides specialized administrative support for the Fire Inspection Division within Cities, Inc. The role serves as receptionist, handles inquiries, maintains records, schedules inspections, processes permits, and assists with data analysis and reports.

Responsibilities include processing complaints, maintaining calendars, reconciling invoices, and ensuring proper quality control while interacting with public and other departments.