Administrative Assistant

Administrative Assistant - InspectionsProvide essential administrative support to the Service & Inspection department, engaging in a variety of clerical tasks, purchasing, inventory management, and accounting responsibilities. This role also involves project-based work and requires projecting a professional company image through both in-person and phone interactions. Additional tasks may be assigned by the Vice President of Service and Inspection, as well as the Regional Inspections Manager.Responsibilities:Schedule, assign, and track progress for training courses for Inspector Trainees.Schedule, assign, and track online exams for Inspectors and Inspector Trainees.Arrange hotel and travel accommodations for classes, training, and meetings for Inspectors and Inspector Trainees.Submit inspector information for required licensing across various jurisdictions.Submit necessary information for Inspector certification and track Continuing Education Credits.Provide backup support for customer and inspector calls.Email reports to Inspectors and customers as needed.Pull completed tickets and organize them for billing purposes.File reports in compliance engines and other necessary portals.File backflows to Authorities Having Jurisdiction (AHJ's).Price out work tickets, note ticket closing remarks, and close tickets.Email or mail invoices to customers and manage billing cycles.Create new tickets and re-assign existing ones.Close non-billable tickets for various reasons.Set up new clients and sites and manage new tickets via MJS or customer call-ins.Update customer accounts and frequencies in the CRM as per requests.Create Purchase Orders (POs) and distribute customer POs upon receipt.Email reports to local Fire Inspectors and attend all necessary meetings.Essential Skills:3+ years of administrative experience.Strong proficiency in Excel.Proven knowledge of Microsoft Office Software, including Word and Access.Excellent customer service skills.Ability to think strategically and make sound decisions.Strong organizational skills and ability to follow up on tasks.Excellent written and verbal communication skills.Ability to prioritize tasks in a fast-paced environment.Basic business mathematical skills.Ability to work with minimal supervision and effectively within a team.Additional Skills & Qualifications:High School Diploma or GED.Experience in the construction industry is a plus.Knowledge of general office machines and telephone systems.Demonstration of a positive attitude and integrity.Commitment to company values and professionalism.Work Environment:The work environment involves a dynamic office setting requiring interaction with various levels of employees and management. The role demands strategic thinking, timely decision-making, and the ability to produce accurate results. The position supports a collaborative team environment where professionalism and adherence to company policies are key.Job Type & Location:This is a Contract to Hire position based out of Barberton, OH.Pay and Benefits:The pay range for this position is $21.00/hr. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision; Critical Illness, Accident, and Hospital; 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available; Life Insurance (Voluntary Life & AD&D for the employee and dependents); Short and long-term disability; Health Spending Account (HSA); Transportation benefits; Employee Assistance Program; Time Off/Leave (PTO, Vacation or Sick Leave).Application Deadline:This position is anticipated to close on Dec 17, 2025.