Are you an organized, detail-oriented professional who thrives in a fast-paced environment? We are seeking an Administrative Coordinator to provide dedicated support to our Fire Sprinkler Division. This position plays a vital role in keeping projects organized, ensuring compliance, supporting field operations, and helping the division run efficiently from start to finish.
If you enjoy coordinating projects, working with multiple teams, and making an impact behind the scenes, we'd love to hear from you!
What You'll DoAdministrative & Operational Support
- Provide direct administrative support to the Division Manager, estimators, and field teams.
- Maintain digital and physical filing systems.
- Perform accurate data entry and maintain company records.
- Assist with day-to-day office operations and administrative functions.
Permitting & Compliance
- Coordinate and process permits required for jobs.
- Submit documentation to municipalities and regulatory agencies.
- Track permit statuses and ensure all requirements are completed prior to project start.
- Maintain accurate compliance records.
Project Coordination
- Assist with administrative tasks throughout the lifecycle of projects.
- Support estimators and managers by tracking estimates, proposals, and awarded jobs.
- Follow up on open quotes and assist with converting opportunities into booked work.
- Help keep projects moving efficiently and on schedule.
Invoicing & Financial Coordination
- Manage project-based invoicing and billing documentation.
- Coordinate deposits and payments with customers and internal teams.
- Ensure invoices are accurate and submitted timely.
Communication & Collaboration
- Serve as a liaison between customers, vendors, field staff, and internal departments.
- Coordinate with other divisions and departments as needed.
- Promote effective communication and teamwork across the organization.
Inventory & Office Management
- Order and maintain office supplies and administrative resources.
- Monitor inventory levels to ensure the division is fully equipped for daily operations.
What We're Looking For
Required Skills & Qualifications:
- Previous administrative experience preferred, especially in construction, trades, or service industries.
- Exceptional organizational and time management skills.
- Strong attention to detail and accuracy.
- Excellent verbal and written communication skills.
- Ability to manage multiple priorities in a fast-paced environment.
- Proficiency with Microsoft Office and business software systems.
Preferred Qualifications:
- Experience with permitting processes and municipal requirements.
- Experience using CRM or ERP systems, preferably ServiceTitan.
- Familiarity with construction or field service operations.
Why You'll Love Working Here
- Competitive pay based on experience
- Stable, full-time position
- Opportunity to work alongside a skilled and supportive team
- Dynamic work environment where no two days are the same
- Opportunity for growth and professional development
Work Environment
This position is primarily office-based within a construction and service company environment. The role may require occasional interaction with field personnel and warehouse staff. Standard office hours apply, with occasional overtime based on business needs.
Pay: $22.00 - $29.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
