Fire & Life-Safety Office Administrator

Pye-Barker Fire & Safety, LLC; Pelham (AL); On-site; USD 36,000 - 52,000; Full time

Benefits offered by this job

Excellent pay

Medical, dental, vision

Company paid life insurance

Company paid short-term disability

401K with employer match

Paid vacation and company holidays

Training and Career Development

Company vehicle (if job applicable)

Job summary

Pye-Barker Fire & Safety, LLC is seeking an organized Administrative Assistant to support multiple locations with clerical duties, data entry, customer setup, and billing tasks. You will schedule technicians, prepare invoices, and manage service tickets while maintaining professional interactions with clients.

The role emphasizes accuracy, confidentiality, and collaboration across departments. Ideal candidates have at least two years in office administration or related fields and proficiency

Qualifications

• Two or more years of office administration, customer service, service coordination, billing, or scheduling experience.
• Experience setting up customer accounts and maintaining accurate customer records.
• Experience scheduling technicians, field employees, or service appointments.
• Experience reviewing work orders and preparing invoices.
• Ability to greet visitors, clients, and colleagues in a friendly and courteous manner.
• Experience in fire protection, life safety, security, HVAC, electrical, plumbing, construction, or another field-service organization is preferred.
• Proficient in Microsoft Office Suite or similar software.
• Basic understanding of office equipment.
• Basic understanding of clerical procedures and systems such as recordkeeping and filing.
• Ability to work independently and identify and solve problems.
• Ability to organize and prioritize work.

Responsibilities

• Set up new customers, service locations, billing accounts, and contacts in the company’s operating system.
• Confirm that customer information, billing requirements, purchase orders, tax documentation, and service details are complete and accurate.
• Create, update, and maintain service tickets and work orders.
• Schedule technicians based on customer needs, technician availability, geography, and job requirements.
• Greet and direct clients and visitors.
• Answer phone calls and emails in a timely manner.
• Manage company telecommunications network and communicate with answering service.
• Make appointments and referrals.
• Manage data in spreadsheets and reports.
• Create and maintain office-related records and reports.
• Perform data entry and filing tasks for accounts payable, purchase orders, equipment inventory, etc.
• Maintain the integrity and confidentiality of confidential employee or departmental files.
• Receive, record, and distribute packages and mail.
• Manage key vendor accounts, supply inventory, and submit invoices for payment.
• Compile budget data and maintain financial records as requested.
• Copy, collate, and prepare reports for mailings, meetings, and other correspondence.
• Assist with projects and event support.
• Assist other departments as needed.
• Assist with customer relations.
• Assist with contract creations.
• Prepare invoices and supporting documentation accurately and promptly.
• Submit invoices through customer portals or other required billing systems.
• Assist with accounts receivable activities, including contacting customers regarding invoice status and outstanding balances.
• Perform other duties assigned by management.

Skills

Office administration

Customer service

Service coordination

Billing

Scheduling

Microsoft Office

Tools

Microsoft Office

Job description

Pye-Barker Fire & Safety, LLC is seeking an organized Administrative Assistant to support multiple locations with clerical duties, data entry, customer setup, and billing tasks. You will schedule technicians, prepare invoices, and manage service tickets while maintaining professional interactions with clients.

The role emphasizes accuracy, confidentiality, and collaboration across departments. Ideal candidates have at least two years in office administration or related fields and proficiency