Inspection Department Administrative Assistant

Inspection Department Administrative Assistant

Davis-Ulmer (DU) Family of Companies is a network of fire protection, life safety, and security service companies, protecting people and property across 30+ locations and 11 states. Beach Lake Sprinkler Fire Protection Services, a division of the DU Family of Companies, has been a trusted leader in water-based fire protection since 1992, with offices in Beach Lake, PA and Brooksville, FL serving Northern Pennsylvania, the Southern Tier of New York, and Central Florida.

Built on exceptional customer service, honest workmanship, and a commitment to NFPA standards and the latest industry innovations, Beach Lake Sprinkler is a proud member of the DU Family of Companies, powered by APi Group. Living our motto, "we protect what you value most," Beach Lake Sprinkler Fire Protection Services offers a challenging and rewarding work environment for those passionate about keeping communities safe.

Due to continued growth, we are looking to add an Inspection Department Administrative Assistant to our Beach Lake, PA team. In this role, you will perform a variety of clerical and administrative duties that support the daily operation of the office, including job setup, invoicing, customer communication, document management, and general office coordination. Success in this role requires exceptional attention to detail, strong organizational and communication skills, and the ability to manage a wide variety of tasks independently in a fast-paced environment.

• Open new service jobs in the system, or assist the salesperson in doing so, to ensure correct information has been entered to accurately bill and maintain the job and to receive a job number, including job site, customer, and vendor creation as needed.
• Assist in obtaining information needed for each job, such as PO numbers, tax-exempt forms, insurance certificates, utilization reports, credit applications, and certified payroll information.
• Maintain an accurate database by regularly updating customer, job, and collection information as needed.
• Accurately prepare and invoice customers per the requirements of the job and the customer's preferred billing procedures, including processing credits and rebills when necessary.
• Communicate with customers regarding job updates, invoice questions, and the receipt of service and emergency calls as needed.
• Maintain the service on-call calendar and send reminders to on-call technicians.
• Scan and upload documents into customer folders and files within the electronic document storage system, and maintain organized job and contract files.
• Support field staff with applications and devices, and ensure all project documentation is collected, including receipts, vehicle violation payments, and tracking records.
• Process backflow inspection submittals, Brycer and NAFISC submittals, and requests for certificates of insurance.
• Handle remote deposits, ACH enrollments, and receiving and noting incoming checks and payments.
• Manage license renewals, vehicle registrations, inspection renewals, and the truck and mileage list.
• Maintain contract job lists and coordinate office supply orders.
• Make post office trips and perform other general office errands as needed.
• Send out birthday cards and gift cards on behalf of the office.
• Answer phones and direct inquiries to the appropriate team members.
• Assist with special projects and other duties as assigned.

• High School Diploma or GED required;
  Associate's Degree preferred.
• A minimum of two years of experience in an office setting is preferred; background or familiarity in the fire protection and/or construction industry is a plus.
• Ability to deal effectively and tactfully with a wide variety of individuals in person, via telephone, and in writing.
• Exceptional oral and written communication skills with strong organizational and time management abilities.
• Ability to work well under pressure despite frequent interruptions and shifting priorities.
• Exceptional accuracy and attention to detail.
• Ability to self-manage and work independently with minimal supervision.
• Strong knowledge of Microsoft Office with advanced Excel skills, and strong…