Administrative Specialist

*About Us:* Since 1987, Eagle Fire Inc.
has become a top-tier provider of comprehensive fire protection services, including fire sprinkler systems, life safety services, special hazards systems, fire alarm services, access control systems, fire protection systems management, and fire extinguisher sales and service.
Our expertise caters to commercial, industrial, government, and mercantile facilities.
*Join Our Growing Team:* As we expand across VA, NC, SC, GA, AL, and TN, we're enhancing scheduling consistency and ensuring faster customer response times.
Join us for ample promotional growth and career advancement opportunities in the dynamic field of fire protection and life safety.
*Benefits:* In addition to standard benefits, new employees are eligible for *Eagle Fire Perks:* * $2,000 Employee Referral Program * Employee Assistance Program * 10 Paid Holidays * Tuition Reimbursement *Responsibilities:* * Performs various services for the region, including acting as a liaison between the regional office and customers, vendors, and field support services for disseminating information and resolving all administrative issues * Ensures that Company policies and procedures are followed.
* Continuously assesses all assigned regional organizational and developmental processes, for gaps, develops strategies for correcting gaps, and implements solutions to facilitate the efficiency of the service centers.
* Creates new customers/locations in Dynamics utilizing established conventions; obtain credit applications from prospective clients; attaches appropriate information to customer accounts.
* Responsible for all Regional service invoicing, following established invoice processes.
Research and resolution when needed to resolve customer invoicing issues and follow up on past due transactions.
* Participates and shares in the responsibility to internal and external customer interactions as it relates to AR/AP.
* Responsible for managing all emergency service calls, including checking voicemail each morning, following up on calls received after-hours, and handling emergency calls during office hours to ensure prompt and appropriate action.
* Responsible for routine and non-routine phone procedures, including programming emergency on-call notifications, programming all-call rings, changing names & voicemail passwords, as well as requesting service tickets from phone provider as needed.
* Responsible for all local Regional purchasing procedures as defined in the purchasing SOP.
Manages the processing, tracking, and receiving of purchases, manages the public Regional purchasing folder on Outlook to provide transparent information pertaining to all purchase requests, purchase confirmation, and shipment information.
* Develops and maintains the item database utilized during purchasing procedures, and fosters relationships with vendors to manage and track spending practices, and to negotiate pricing.
* Handles all customer and vendor requests for Certificates of Insurance.
* Generates and analyzes routine reports for the management of workorders, purchase orders, inventory item maintenance, vendor and customer maintenance, Regional vehicle information, and others pertaining to service center management.
* Provide support to sales staff.
* Performs other related duties as required.
*Qualifications:* * High school diploma or equivalent required, * Advanced education preferred, plus * 5+ years of experience in Excel and Outlook * Must exhibit characteristics consistent with encouraging Team Concept.
* Must possess excellent written and oral communication skills.
* Must be able to speak, read and write English fluently.
* Must provide quality customer service.
* Must possess excellent computer skills, including intermediate level proficiency with Microsoft Suite.
* Must handle multiple projects and identify priorities.
* Must possess a detail-orientated aptitude.
* Must interact well with all levels of individuals, internally and externally.
* Must maintain a positive and professional manner.
* Must possess the ability to handle change, resolve conflict and solve problems as they arise with minimal direction.
*Equal Employment Opportunity:* Eagle Fire Inc.
provides equal employment opportunities, prohibiting discrimination and harassment based on age, race, color, national origin, ancestry, religion, sex, sexual orientation, gender identity, pregnancy, disability, genetic information, veteran status, uniformed service member status, or any other protected status by federal, state, or local laws.
This policy applies to all employment terms and conditions, including recruitment, hiring, and placement.
Job Type: Full-time Benefits: * 401(k) * 401(k) matching * Dental insurance * Employee assistance program * Flexible spending account * Health insurance * Health savings account * Life insurance * Paid time off * Tuition reimbursement * Vision insurance Schedule: * 8 hour shift * Day shift * Monday to Friday * No nights * No weekends Experience: * Construction administrative: 1 year (Preferred) * Service Billing: 1 year (Required) * Dispatching: 1 year (Preferred) Work Location: In person