Front Office Administrator

Front Office Administrative AssistantJob Title: Front Office Administrative Assistant - Fire Sprinkler CompanyJob Overview: Support day-to-day operations by handling administrative tasks, maintaining records, and providing customer service to ensure the smooth functioning of the office. Must have excellent communication skills, a strong attention to detail, and the ability to multitask in a fast-paced environment.Responsibilities:Administrative Support:Answer and direct phone calls, emails, and other forms of communication.Greet clients and visitors in a professional and friendly manner.Schedule appointments, meetings, and coordinate calendars for management and technicians.Handle office correspondence, including filing, email communications, and mailing.Maintain office supplies and inventory, placing orders when necessary.Document Management:Organize and maintain client records, job files, and project documentation.Assist in preparing reports, contracts, and invoices for clients and vendors.Ensure all documentation complies with company policies and industry standards.File and retrieve records as needed for technicians, management, or clients.Customer Service:Respond to customer inquiries regarding service calls, estimates, and general fire sprinkler maintenance.Schedule service appointments and follow up to ensure timely completion of projects.Maintain positive relationships with clients, vendors, and contractors.Data Entry and Office Support:Input data into company management software (e.g., quick books, ember, etc.).Process incoming and outgoing mail and packages.Assist in preparing and sending quotes and invoices to clients.Support senior staff with clerical duties as required.Financial and Billing Support:Assist with the preparation and tracking of invoices and payments.Work with accounting or finance teams to ensure accuracy in billing and payment recordsGeneral Office Maintenance:Ensure the office space is clean, organized, and presentable.Assist in maintaining safety and compliance regulations as related to office operations.Requirements:High school diploma or equivalent; Associate's degree or administrative certification preferred.Proficient in Microsoft Office Suite (Word, Excel, Outlook).Strong verbal and written communication skills.Excellent organizational skills and attention to detail.Ability to manage multiple tasks and work efficiently in a fast-paced environment.Previous experience in an administrative or clerical role preferred, but not required.Work Environment: This is an entry-level, full-time position based in an office environment. Occasional interaction with technicians, clients, and vendors is expected.

The ability to work independently and as part of a team is essential.