Administrative Assistant

PROVIDING RIGHT SOLUTIONS FOR ALL FIRE PROTECTION NEEDS SINCE 1990. 

International Fire Protection (IFP) is an Alabama-based values driven fire suppression company. We have charted our history and legacy on our purpose of building meaningful relationships while making the world a safer place. Therefore, LIFE SAFETY IS OUR BUSINESS, as such, we promise to be the trusted leader in fire protection, delivering the highest quality life safety solutions with commitment to customer satisfaction and operational excellence. 

JOB DESCRIPTION:

Administrative Assistant 

The Administrative Assistant is responsible for initiating, conducting, and coordinating the clerical and administrative functions required for the effective operation of an office. They will report to the Office Manager and assist other branch personnel, including key leaders in a variety of administrative roles. 

ESSENTIAL DUTIES AND RESPONSIBILITIES: 

• Answers office phone and gives information to caller or transfers calls to appropriate individuals. 
• Performs other administrative duties and special projects as assigned. 
• Puts forth a courteous, friendly, helpful attitude always when speaking with customers or dealing with other associates. 
• Conduct billing, receivable, and payable functions as assigned. 
• Identify changes in projects that impact cost, schedule, or labor requirements. 
• Assist with project dispatching/scheduling. 
• Provide general administrative support for leaders and staff. 
• Create, type, and distribute internal and external correspondence. 
• Maintain various types of records. 
• Assist in completing special reporting and licensing requirements. 
• Accomplish responsibilities as required using business software as approved by IFP. 
• Offer suggestions and solutions on improving efficiency of general procedures. 
• Develop positive and ongoing relationships with customers and team members. 

JOB QUALIFICATIONS: 

• Requires exceptional oral, telephone and written communication skills, and organizational and time management skills. 
• Ability to work efficiently despite numerous interruptions. 
• Excellent customer service skills and ability to be on the phone and computer consistently throughout the day. 
• Possess proficient computer skills with working knowledge of business software applications (Microsoft Office and Adobe). 
• Ability to multi-task in a fast-paced environment. 
• Must have exceptional accuracy and attention to detail. 
• Must be flexible, motivated and demonstrate the ability to work in a team environment. 
• Ability and desire to take on additional responsibilities and advance quickly within the position. 
• Willing to pass a post-offer drug screen test and background check. 

EDUCATION AND CERTIFICATIONS: 

• High school diploma/GED required; or one year of related construction administration experience and/or training is preferred.  
• Previous experience in an office/administrative setting. 
• Moderate to advanced computer skills, including use of a computer operated phone system 
• Familiar with Microsoft Office products 
• Notary Public a plus but not required. 

PHYSICAL DEMANDS AND WORK ENVIRONMENT: 

• Office environment with moderate noise levels 
• Mostly sedentary role with the need to move about the office to copy, scan and fax 
• May require light lifting of storage boxes and packages to be mailed 
• Ability to be on the phone and computer consistently throughout the day 

Compensation & Benefits: 

This role will be based out of our Mobile, AL branch. This position is eligible for annual bonus and profit sharing based on company performance in addition to other benefits that support the total well-being of you and your family. Some benefits include: 

• Comprehensive Insurance coverage, Medical, Dental, Vision, and more 
• Wellness Program 
• 401K with employer match 
• Discounted company stock (Employee Stock Purchase Plan) 
• Profit Sharing 
• Generous paid time off 
• Growth opportunities through company sponsored leadership development courses and training 

This position is not eligible for sponsorship. 

All offers of employment are expressly contingent upon the satisfactory completion, in accordance with Company policy, of a pre-employment drug screening and background check. 

IFP is an equal opportunity employer and does not discriminate on the basis of religion, disability, protected veteran status, age, sex, race, color, national origin, or any other characteristic protected by law. 

IFP complies with federal and state disability laws and will make reasonable accommodations for applicants and qualified employees with disabilities.   

If you wish to request reasonable accommodations to participate in the job application or interview process, please contact TAsupport@apigroupinc.us.