Administrative Assistant

Western States Fire Protection (WSFP) and its subsidiaries are more than a company. We are a family of unique individuals committed to our purpose, our values, and each other. And we believe in making our own luck, creating our own opportunities. WSFP accomplishes this by constantly innovating, finding ways to create new value and seizing new opportunities.

Protecting lives and property since 1985, WSFP and its subsidiaries specializes in Life Safety Systems. Our values are simple: integrity, quality, safety, professionalism, commitment.

• Health, Life, Dental and Vision Insurance
• Employee Assistant Program
• Flex Spending (FSA) (Cafeteria Plan) and HSA
• 401(k) Plan – Matching up to 3%
• Employee Stock Purchase Plan
• Profit Sharing Plan
• Paid Time Off (PTO), Parental Leave, Paid Pregnancy Medical Leave
• Paid Holidays
• Tuition Reimbursement
• Annual Discretionary Bonus
• Employer Paid Life Insurance
• Gym membership reimbursement

The Fire Alarm and Monitoring Administrative Assistant provides administrative and operational support for Western States Fire Protection’s monitoring and fire alarm operations. This position works closely with fire alarm management, field technicians, sales staff, branch personnel, customers, monitoring partners, and third-party billing providers to ensure timely, accurate administration of monitoring accounts, recurring billing, customer documentation, reporting, and collections.

Responsibilities include maintaining accurate customer and account records; coordinating account setup, changes, renewals, transfers, and cancellations; supporting billing, accounts receivable, and reporting activities; maintaining required licensing, contract, and compliance documentation; and serving as an organized point of contact for internal teams, customers, and outside partners. The position requires strong attention to detail, confidentiality, customer-service skills, and the ability to manage multiple priorities while supporting accurate, responsive service delivery.

The salary range for this position is $20.00-$23.50 per hour depending on experience.

• Provide administrative support for the Monitoring and Fire Alarm division.
• Coordinate monitoring account setup, customer information updates, account transfers, additions, cancellations, and related documentation.
• Maintain accurate customer, site, contact, billing, and monitoring account information in approved business systems and electronic file structures.
• Coordinate with monitoring providers, third-party billing companies, branch personnel, and customers to resolve account, billing, and documentation issues.
• Process and track recurring monitoring invoices, service-related billing support, accounts receivable activity, credits, and account adjustments as assigned.
• Assist with collections follow-up and maintain records of customer communications, payment status, and outstanding account issues.
• Prepare, maintain, and distribute internal and external correspondence, customer notices, reports, agreements, and other required documentation.
• Maintain monitoring agreements, customer authorizations, licensing records, certificates, and other compliance-related documentation as required.
• Support reporting requirements by compiling accurate account, billing, receivable, and operational information for division leadership.
• Assist fire alarm sales, service, inspections, and field teams with administrative coordination, customer documentation, and back-office processes.
• Answer phones, respond to routine customer and internal inquiries, and route calls or requests to the appropriate team member.
• Maintain hard-copy and electronic files in accordance with company procedures and document-retention requirements.
• Identify administrative…