Office Administrator

Office Administrator – Fire Protection Company

Job Summary:

We’re looking for a reliable, detail‑oriented Office Administrator to help keep our fire protection company running smoothly. This role involves supporting our fire alarm and sprinkler projects, preparing proposals, coordinating inspections and service work, and handling day‑to‑day office tasks. Experience in fire protection or a construction‑related office is a strong plus.

Key Responsibilities

Project & Proposal Support

Prepare fire alarm takeoffs and assist with proposal development.

Complete sprinkler system takeoffs and prepare detailed proposals.

Work with technicians, estimators, and clients to gather and organize project information.

Service & Inspection Coordination

Create and manage service contracts for customers.

Generate, organize, and distribute inspection reports for fire alarms, sprinklers, extinguishers, and related systems.

Track inspection follow‑ups, repairs, and customer authorization.

Schedule inspection appointments and service calls.

Administrative & Office Duties

Use QuickBooks for invoicing, payments, estimates, and general bookkeeping (experience preferred).

Maintain organized job files, customer records, and compliance documents.

Assist with permit applications and required fire department submissions (local AHJ).

Answer phones, manage email correspondence, and provide customer support.

Assist management with various administrative tasks as needed.

Qualifications

Experience in fire protection, construction, or a similar industry preferred.

Strong organizational, communication, and multitasking skills.

Ability to read basic plans/blueprints is a plus (especially for takeoffs).

Proficiency with Microsoft Office; QuickBooks experience is helpful.

Comfortable working in a busy, fast‑paced environment.

Job Type: Full-time

Pay: $25.00 - $30.00 per hour

Benefits:

• Paid time off

Work Location: In person