Front Office Administrator

Top Job

Located in Jacksonville, FL

Salary: $23-$25/HR.

Front Office Administrative Assistant

 

Job Title: Front Office Administrative Assistant – Fire Sprinkler Company

Job 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:

1. Administrative Support:

o Answer and direct phone calls, emails, and other forms of communication.

o Greet clients and visitors in a professional and friendly manner.

o Schedule appointments, meetings, and coordinate calendars for management and technicians.

o Handle office correspondence, including filing, email communications, and mailing.

o Maintain office supplies and inventory, placing orders when necessary.

2. Document Management:

o Organize and maintain client records, job files, and project documentation.

o Assist in preparing reports, contracts, and invoices for clients and vendors.

o Ensure all documentation complies with company policies and industry standards.

o File and retrieve records as needed for technicians, management, or clients.

3. Customer Service:

o Respond to customer inquiries regarding service calls, estimates, and general fire sprinkler maintenance.

o Schedule service appointments and follow up to ensure timely completion of projects.

o Maintain positive relationships with clients, vendors, and contractors.

4. Data Entry and Office Support:

o Input data into company management software (e.g., quick books, ember, etc.).

o Process incoming and outgoing mail and packages.

o Assist in preparing and sending quotes and invoices to clients.

o Support senior staff with clerical duties as required.

5. Financial and Billing Support:

o Assist with the preparation and tracking of invoices and payments.

o Work with accounting or finance teams to ensure accuracy in billing and payment records

6. General Office Maintenance:

o Ensure the office space is clean, organized, and presentable.

o 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.

 

Apply Now