National Accounts Admin Assistant

CertaSite, LLC; Grand Rapids (MI); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Medical plan

Dental & Vision

401K

Paid time off

Educational reimbursement

Career growth

Job summary

CertaSite, LLC in Grand Rapids, MI is seeking a National Account Administrative Assistant to support National Account Managers by coordinating requests, maintaining accurate accounts, and handling service information. This role requires strong organization and attention to detail in a fast-paced environment.

You will communicate with customers and internal teams, manage multiple priorities, and help ensure national account services are completed accurately and on time.

Qualifications

• Administrative experience preferred.
• Experience in service-based industries is a plus.
• Proficiency with MS Office Suite and CRM systems.
• Strong written and verbal communication required.
• Ability to manage high volumes of requests with competing deadlines.

Responsibilities

• Provide administrative support to National Account Managers.
• Respond to customer inquiries by phone and email in a timely, professional manner.
• Communicate inspection and service updates to customers and internal teams.
• Coordinate customer requests, follow-ups, and account activities.
• Maintain accurate customer data in CRM and other systems.
• Assist with invoice tracking and billing follow-up for national accounts.
• Identify billing discrepancies and coordinate resolution with internal departments.
• Support onboarding of new customer locations, inspections, and service jobs.

Skills

Organizational skills

Attention to detail

Communication skills

Customer service

Deadline prioritization

Tools

Microsoft Office

Outlook

Excel

Word

Job description

CertaSite, LLC

ROLE OVERVIEW

Our National Account Administrative Assistant will support National Account Managers by coordinating customer requests, maintaining accurate accounts, inspection, and service information, and assisting with billing follow-up. This person will communicate professionally with customers and internal teams, manage multiple priorities, and help ensure national account services are completed accurately and on time. The ideal candidate is organized, detail-oriented, customer-focused, and able to work independently in a fast-paced environment.

WHAT YOU WILL BE DOING

National Account & Client Support

• Provide administrative support to National Account Managers in servicing regional and national fire protection accounts.
• Respond to customer inquiries by phone and email and provide timely, professional assistance.
• Communicate inspection and service updates to customers and internal teams.
• Assist with coordinating customer requests, follow-ups, and account-related activities.
• Maintain a high level of customer service and professionalism when interacting with national account customers.

Inspection, Service & Data Management

• Assist with creating new customer locations, inspections, and service jobs within company systems.
• Ensure customer locations, service information, and account records are entered accurately and maintained in a timely manner.
• Assist with tracking inspection and service activity for national accounts.
• Maintain accurate and up-to-date customer information within the CRM and other company systems.
• Assist with organizing and maintaining customer documentation, service records, and other account information.

Billing & Financial Support

• Assist with invoice tracking and follow-up for national accounts.
• Support account collection efforts by monitoring outstanding invoices and communicating account information to the appropriate team members.
• Help identify billing discrepancies and coordinate resolution with internal departments.
• Provide administrative support to ensure accurate and timely billing for completed inspection and service work.

QUALIFICATIONS

• Previous administrative, customer service, account coordination, or related experience preferred.
• Experience in the fire protection, fire alarm, facilities services, construction, or other service-based industry is a plus.
• Strong organizational skills and exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage a high volume of requests while prioritizing competing deadlines.
• Strong customer service skills with a professional and solutions-oriented approach.
• Proficiency with Microsoft Office, particularly Outlook, Word, and Excel.

IDEAL QUALITIES

• Experience with CRM, service management, or accounting systems preferred.
• Ability to work effectively with customers, National Account Managers, field personnel, billing teams, and other internal departments.
• Ability to learn and navigate industry-specific terminology, processes, and systems.

COMPANY PERKS

• Work at a mission-driven company, focused on people
• Comprehensive medical plan options, including dental and vision
• 401K plan with company match
• Generous paid time off, paid holidays, and paid parental leave
• Education reimbursement program
• Continued growth and expansion into new markets and products and services

This is a unique opportunity to join a great team at a company that is rapidly expanding and evolving, which may also bring significant potential for career growth.

Equal employment opportunity, including veterans and individuals with disabilities.