Inspections Administrative Assistant

Western States Fire Protection Company; Kansas City (KS); On-site; USD 38,000 - 48,000; Full time

Benefits offered by this job

Health insurance

Life insurance

Dental insurance

Vision insurance

Employee assistance program

FSA/HSA

401(k) matching

Stock purchase plan

Profit sharing

PTO

Parental leave

Paid holidays

Tuition reimbursement

Annual bonus

Employer paid life insurance

Gym reimbursement

Job summary

Western States Fire Protection Company is seeking an Inspection Administrative Assistant to drive the administrative functions of our Inspection department. You will support the Division Manager and branch staff, handling scheduling, invoicing, and file management to keep projects moving forward with courtesy and professionalism.

You will liaise with Project Managers and customers to ensure accurate documentation and timely handling of records, reporting, and licensing requirements.

Qualifications

• Puts forth a courteous, friendly, helpful attitude at all times.
• Basic secretarial and administrative experience preferred.
• Excellent computer skills with working knowledge of business software applications.
• Effective and good communication skills, both written and verbal, are vital.
• Able to function and thrive in a fast-paced environment.
• Works well in either “team” or “independent” situations.

Responsibilities

• Scheduling inspections, invoicing, and collections for projects.
• Coordinate with Project Managers and customers professionally.
• Assist in setup, scheduling, invoicing, and collections of new jobs/projects.
• Collaborate with customers and internal staff to keep projects moving forward.
• Maintain records and files for various projects.
• Support completion of reporting and licensing requirements.
• Assist on special projects and improve office procedures.
• Perform other duties as assigned.

Skills

Administrative skills

Communication skills

Computer skills

Teamwork

Tools

MS Office

Job description

National Fire Suppression, a division of Western States Fire Protection (WSFP) and its subsidiaries are more than a company. We are a family of unique individuals committed to our purpose, our values, and each other. And we believe in making our own luck, creating our own opportunities. WSFP accomplishes this by constantly innovating, finding ways to create new value and seizing new opportunities.

Protecting lives and property since 1985, WSFP and its subsidiaries specialize in Life Safety Systems. Our values are simple: integrity, quality, safety, professionalism, commitment.

What we offer:

• Health, Life, Dental and Vision Insurance
• Employee Assistant Program
• Flex Spending (FSA) (Cafeteria Plan) and HSA
• 401(k) Plan – Matching up to 3%
• Employee Stock Purchase Plan
• Profit Sharing Plan
• Paid Time Off (PTO), Parental Leave, Paid Pregnancy Medical Leave
• Paid Holidays
• Tuition Reimbursement
• Annual Discretionary Bonus
• Employer paid Life Insurance
• Gym membership reimbursement

Inspection Administrative Assistant

The Inspections Administrative Assistant is responsible for initiating and conducting the administrative functions of the Inspection department. They will be responsible for assisting and ensuring the clerical operation of a division is running smoothly. He/she will assist the Division Manager as well as other branch personnel including key managers in a variety of administrative roles.

Job Responsibilities

• Various duties which include assisting with scheduling, invoicing and collections on inspection projects
• Working hand in hand with Project Managers and Customers in a professional and courteous manner
• Assist Project Managers with the setup, scheduling, invoicing and collections of new jobs/projects
• Work with Customers and Inner Office Staff to keep projects moving forward
• Arrange and maintain various types of records including job files
• Assist in completing special reporting and licensing requirements
• Complete special projects as requiredAccomplish responsibilities as required using business software as approved by WSFP
• Offer suggestions and solutions on improving efficiency of general office procedures
• Other duties as assigned

Job Qualifications

• Puts forth a courteous, friendly, helpful attitude at all times
• Basic secretarial and administrative experience preferred
• Excellent computer skills with working knowledge of business software applications
• Effective and good communication skills, both written and verbal, is vital
• Able to function and thrive in a fast-paced environment
• Works well in either “team” or “independent” situation
• Ability to pass a post-offer drug screen and background check
  

All qualified applicants with Western States Fire Protection Company will receive consideration for employment without regard to race, color, religion, sex, sexual orientation and gender identity, national origin or status as a qualified individual with a disability or protected veteran.

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We are an equal opportunity employer.
Qualified minorities, women, veterans and individuals with disabilities are encouraged to apply.

All qualified applicants with Western States Fire Protection and its subsidiaries will receive consideration for employment without regard to race, color, religion, sex, sexual orientation and gender identity, national origin, or status as a qualified individual with a disability or protected veteran.

VEVRAA Federal Contractor

VEVRAA Federal Contractor

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