Administrative Assistant

United States, Indiana, Indianapolis

Feb 20, 2026

Becoming the leader in the life safety industry takes talent‑yours. We are looking for experienced Administrative Assistant in the Indianapolis, IN area to join our best‑of‑the‑best team as we drive the industry forward and pursue excellence in everything we do. If you're up for the challenge, we want to hear from you!

At Koorsen, we don't provide jobs; we provide careers. A career at Koorsen includes competitive pay, a great health package, an annual bonus program, life insurance, continuous learning offerings, 401k, paid holidays, generous PTO, tuition reimbursement, career growth opportunities, and much more.

Salary for this role is $21-25/hour

General (Billing/Invoicing, Quote Generation, and Processing of payments):

• Data Entry, printing, and processing of Sub and Vendor work/sales orders
• Review completed work orders and generate current and past due invoices on a dally basis
• Gather information from inspection technicians for deficiency quotes
• Contact appropriate Sub and/or Vendor personnel to correct work order/paperwork errors and collect missing information as needed
• Receive invoice payments and code payments to proper invoices
• Review invoices for errors prior to mailing and make corrections as needed (Verify pricing, customer info, inventory used, etc.)
• Process credit card payments by phone when necessary
• Prepare/Batch all Invoices and send invoices
• Scan invoices, work orders, and customer paperwork into KFM operating system
• Work in a professional and safe manner
• Provide all branch associates with strong support and assistance as needed
• Follow all Koorsen Facilities Management policies and procedures

• Answer phones/multi-line phone system and provide customers with support and routing phone calls to personnel as appropriate
• Listen to, log, and work to resolve customer problems and/or disputes In a patient, positive, and professional manner
• Handle billing questions and provide general billing and accounting support
• Process credit application for new customer account setup
• Setup and issue recurring work orders as needed
• Enter new customer information into the KFM operating system for initial service/sales, assigning a customer
• Process Certificate of Insurance, lien waivers, and W-9 requests to customers as needed
• Setup new customer seNice agreements
• Review and update "special" account pricing on a regular basis
• Perform monthly review/update pre-billing customers
• Review and update open work order reports
• Login and review/maintain customer portal sites
• Must be able to sit for long periods of time
• Must be able to effectively use standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines
• Must be able to perform some repetitive motions while using a computer
• While performing the duties of this job, the associate is regularly required to talk or hear. The associate frequently is required to sit; stand; walk; use hands to finger, handle or feel; and reach with hands and arms

• High school diploma or equivalent is required
• Experience using Microsoft Office products including Outlook, PowerPoint, and Excel required
• Must possess very strong, customer service oriented, interpersonal skills
• Must possess strong written and verbal communication skills
• Must possess strong mathematical skills Must be able to multi-task effectively
• Must possess strong computer skills and have the ability to effectively use Internet
• Must be able to answer and route phone calls on a rnulti-llne phone system effectively
• Must have strong organizational skills
• Must be able to use a 10-key pad to perform data entry efficiently, accurately. and in a timely manner
• Must have the ability to establish rapport with associates at all levels
• Must be able to exercise effective time management skills (prioritize, work on a time line)

• Must be able to effectively use computer, adding machine, and telephone Must be able to sit for long periods of time
• Must be able to perform some repetitive motions while using a computer
• Constant 8 hour shift sitting, talking, repetitive motions, eye/hand coordination

• New hires must complete the I-9 Verification form within 3 days of hire. This form is required by the U.S. Department of Justice and Immigration and Immigration and Naturalization Services. It is used to verify your identity and right to work in the United States. In addition, we verify employment eligibility via E-Verify.
• All Positions require background checks with criminal courts, state and county repositories of criminal records, and the Department of Motor Vehicles.
• A test for Evidence of Substance Abuse by urinalysis test is required if this application results in an offer of employment.