Inspection Department Administrative Assistant

Quick Response Fire Protection is part of the Davis-Ulmer (DU) Family of Companies, a network of fire protection, life safety, and security service companies, protecting people and property across 30+ locations and 11 states. Founded over 25 years ago and now the largest residential and commercial fire sprinkler contractor in New Jersey, Quick Response provides full-service fire protection solutions throughout the tristate area. We specialize in the design, installation, inspection, maintenance, and repair of fire sprinkler, fire alarm, and special hazard suppression systems for all industries and property types, backed by a highly trained team with deep knowledge of local, state, and federal fire codes. Living our motto, "we protect what you value most," Quick Response Fire Protection offers a challenging and rewarding work environment for those passionate about keeping communities safe.

Due to continued growth, we are looking to add an Inspection Department Administrative Assistant to our Freehold, NJ team. This role provides essential administrative and billing support to the inspection department, ensuring jobs are opened accurately, customers are invoiced correctly, and documentation is maintained in an organized, accessible manner. The position works closely with field staff, salespeople, and customers to keep operations running smoothly. Success in this role requires exceptional attention to detail, strong organizational skills, and the ability to manage competing priorities in a fast-paced environment.

Key Responsibilities:

• Open new service jobs in the system, or assist the salesperson in doing so, to ensure correct information has been entered to accurately bill and maintain the job and to receive a job number, including job site, customer, and vendor creation as needed.
• Assist in obtaining information needed for each job, such as PO numbers, tax-exempt forms, insurance certificates, utilization reports, credit applications, and certified payroll information.
• Maintain an accurate database by regularly updating customer, job, and collection information as needed.
• Accurately prepare and invoice customers per the requirements of the job and the customer's preferred billing procedures, including processing credits and rebills when necessary.
• Communicate with customers regarding job updates, invoice questions, and the receipt of service and emergency calls as needed.
• Maintain the on-call service calendar and send reminders to on-call technicians.
• Scan and upload documents into customer folders and files within the electronic document storage system and maintain organized job and contract files.
• Support field staff with applications and devices, and ensure all project documentation is collected, including receipts, vehicle violation payments, and tracking records.
• Process backflow inspection submittals and requests for certificates of insurance.
• Handle remote deposits, ACH enrollments, and receiving and noting incoming checks and payments.
• Manage license renewals, vehicle registrations, inspection renewals, and the truck and mileage list.
• Maintain contract job lists and coordinate office supply orders.
• Make post office trips and perform other general office errands as needed.
• Send out birthday cards and gift cards on behalf of the office.
• Answer phones and direct inquiries to the appropriate team members.
• Assist with special projects and other duties as assigned.

Qualifications:

• High School Diploma or GED required.
• A minimum of two years of experience in an office setting is preferred; background or familiarity in the fire protection and/or construction industry is a plus.
• Ability to deal effectively and tactfully with a wide variety of individuals in person, via telephone, and in writing.
• Exceptional oral and written communication skills with strong organizational and time management abilities.
• Ability to work well under pressure despite frequent interruptions and shifting priorities.
• Exceptional accuracy and attention to detail.
• Ability to self-manage and work independently with minimal supervision.
• Strong knowledge of Microsoft Office with advanced Excel skills, and strong general computer proficiency.
• Valid driver's license required.
• Notary Public certification is a plus.

Physical Demands & Work Environment:

• Office environment with moderate noise levels.
• Mostly sedentary role with the need to move about the office to copy, scan, fax, and file.
• May require occasional driving for post office trips, permit pickups, or other office errands.
• Consistent use of computer and phone throughout the workday.
• May require light lifting of storage boxes, packages, or office supplies.

The wage for this role is $21.00 to $26.00 per hour, based on experience and qualifications.

As part of the DU Family of Companies, we believe that empowering and investing in our employees as leaders develops an organization that delivers innovative solutions and services that create a superior customer experience. The unique blend of our leader's abilities and the ownership of their work, combined with our culture and values, creates something that is simply described as the Davis-Ulmer difference.

Why Choose DU Family of Companies?

• Competitive Compensation – We offer a competitive wage and reward employees for their contributions to our success.
• Comprehensive Benefits Package – We provide a robust benefits package, including medical, dental, and vision insurance, a 401(k) with company match, paid time off, and more.
• Strength of the Family – As part of a growing network of companies, we offer the resources and stability of a large organization while maintaining the close-knit culture of a family business.
• Backed by APi Group – As a proud member of APi Group, we are supported by a global leader in safety services, providing additional opportunities for growth and development.
• Long-Term Career Relationships – We are committed to building long-term relationships with our employees and helping them grow their careers with us.
• Values Match – We seek individuals who share our commitment to integrity, safety, and delivering an exceptional customer experience.

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by law.

DAVIS-ULMER'S ENDURING PURPOSE: "To protect what people value most."

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.