Administrative Assistant

Beach Lake Sprinkler Fire Protection Services, a subsidiary of Davis-Ulmer Sprinkler Company, was founded in 1992 and is a well-rounded fire protection company with two offices:
Beach Lake, PA and Brooksville, FL. We excel in new construction, renovation, retrofit, and service work for warehouse, distribution, pharmaceutical, hospital, nursing home, industrial, residential and retail markets. At Davis-Ulmer we believe that investing and empowering our employees as leaders develops an organization that delivers innovative solutions and services that create a superior customer experience. The unique blend of our leader's abilities and the ownership of their work, combined with our culture and values, creates something that is simply described as the Davis-Ulmer difference.

Due to continued growth, we are looking an administrative professional to support our Inspection and Service departments. As an Inspection and Service Coordination, you will be responsible for managing schedules, special projects and providing support for the department staff.

JOB RESPONSIBILITIES:

* Handling all the scheduling of our inspectors and service techs.
* May open new service jobs in the system, or assist salesperson in opening, to ensure correct information has been entered to accurately bill and maintain the job and to receive a job number. May include Job Site/Customer/Vendor creation.
* Assists in obtaining information needed for each job such as, PO#'s, tax-exempt forms, insurance certificates, utilization reports, credit applications and certified payroll information.
* Maintains an accurate database, updating customer, job & collection information when needed
* Accurately prepares and invoices customer per the requirements of the job and the customer to ensure the customers preferred billing procedures are followed. May possibly include credit and rebills, if necessary.
* Works closely with the customer concerning updates on the job, questions on invoices and/or the receiving of service calls and emergency calls, if needed.
* Make sure invoicing is being completed in a timely manner and accurately.
* Maintains service on call calendar and reminders to on call technicians.
* Scans and uploads documents into each customer folders/files within the electronic document storage system. Maintain job/contract files and organization.
* Maintains up to date information on service board for outstanding projects.
* Support Field with Applications and devices. ensure all documentation is collected pertaining to projects. This could include receipts/vehicle violation payment and tracking.
* Maintains job schedule for all field personnel. Scheduling with customers.
* Tracking purchase requests and material deliveries for projects.
* Assists with special projects and other duties as assigned. QUALIFICATIONS/ EDUCATION/ EXPERIENCE REQUIREMENTS:
* High School Diploma or GED required;
Associate's Degree preferred
* A minimum of two years in an office setting is preferred, with background/familiarity in the fire protection and/or construction industry a plus.
* Ability to deal effectively and tactfully with a wide variety of individuals in person, via telephone and in writing.
* Requires exceptional oral and written communication skills and organizational and time management skills with the ability to work well under stress, despite numerous interruptions.
* Must have exceptional accuracy and attention to detail.
* Ability to self-manage and work independently with little supervision.
* Strong knowledge of Microsoft Office, with advanced Excel skills; as well as, strong general computer skills. CERTIFICATES, LICENSES, REGISTRATIONS:
* Valid driver's license
* Notary Public is a plus PHYSICAL DEMANDS and WORK ENVIRONMENT:
* Office environment with moderate noise level
* Need to move about the office to copy, scan, fax and file
* May require opening of heavy file cabinets with bending, stooping or kneeling to file
* Requires the ability to work in a shop environment with exposure to outdoor temperatures from time to time Why Choose Davis-Ulmer Family of Companies: *

Competitive Compensation:
We offer competitive pay rates for…