Service Administrative Assistant

2 months ago

New York, United States High Rise Fire Protection Corp Full time
Job DescriptionJob Description

High Rise Fire and Security (HRFS) is a leading fire alarm and life safety solutions provider. We provide a broad range of fire alarm products and services including, but not limited to, the design, installation, service and maintenance of fire alarm systems, card access systems, and surveillance systems. At High Rise, we pride ourselves on our ability to maintain thorough and up-to-date industry knowledge as well as provide expertise in local code requirements. Our employees are equipped with comprehensive knowledge and extensive experience in providing and servicing life safety systems throughout New York City, Nassau and Suffolk Counties.

Under the direct supervision of the Director of Service, this position provides administrative and secretarial support to the office and Service department. In addition to handling incoming calls, typing, and filing, performs duties such as coordination of incoming calls, obtaining supplies, coordinating outgoing mailings, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize diversified workload, recommends changes in office practices or procedures

Required Education and Experience

  • High school diploma, Associate Degree preferred
  • One year of administrative experience in a corporate environment, i.e. experience with handling a multiple-line phone system and managing an average of 100-150 calls / day

Essential Functions

  • Screen all incoming phone calls and direct to appropriate party.
  • Retrieve and distribute phone messages.
  • Manage physical filing system for all client folders in all locations.
  • Meet and greet corporate clients and visitors, and direct accordingly.
  • Arrange for pickup/delivery of overnight and intra-day packages.
  • Order office supplies when necessary.
  • Process Return of Material Authorization (RMA’s) for all parts and devices.
  • Perform special projects as assigned by management.
  • Collect and enter Service Report details, including technician hours for each completed Test & Inspect in proprietary data system.
  • File Test & Inspect paper reports in Client folders.
  • Update Joint Commission Spreadsheets and prepare for FSM’s review prior to sending to Clients.
  • Prepare billing paperwork and upload to Admin-Accounting -Service folder in Company shared folder.
  • Comb through hundreds of Tech support emails to Match up Field of Service Report with proper documentation from the field I.E – Commercial Fire executed paper work, Approved Quotes, DOHMH Sign-In Sheet, Other National Account Executed paper work.
  • Search quote approved folder to match up executed paper work with service report.
  • Reach out to technicians to request missing executed paperwork, escalating to FSM when paper work isn’t received.

Qualifications

  • Software knowledge: Microsoft Office Suite, i.e. Outlook, Excel, Word
  • Attention to detail, and ability to produce quality results while working within constraints
  • Poised, professional demeanor and positive attitude
  • Ability to deal with change and to proactively form productive working relationships
  • Highly motivated, able to function independently or as a team member

Core Competencies

  • Job Knowledge
  • Accountability and Dependability
  • Results Focus and Initiative
  • Client Service Focus and Effective Communication
  • Relationship Building and Collaboration
  • Judgment and Decision Making
  • Ethics and Integrity

High Rise offers a highly competitive compensation and a generous benefits package, including medical, dental, vision, prescription plans for employees and their families, company paid life insurance, 401k match and Profit-Sharing contributions.

High Rise offers a variety of exciting career development opportunities within the organization. We have a robust learning and development platform that provides training and mentoring to employees at all levels of the organization. Employees are offered the opportunity to take part in a range of internal training initiatives to hone their existing skills and continue to grow professionally in accordance with the changing external environment. In addition, our peer-to-peer coaching program and emphasis on dynamic information exchange between teams ensures that our people are challenged intellectually and given the opportunity to succeed in their role.

Our organization is dynamic, and we pride ourselves on providing a collaborative work environment where employees are consistently engaged and work together to provide top quality service.

Come explore the possibilities at High Rise.

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