Administrative Assistant

Administrative Assistant

Northstar Fire Protection of Texas is a Texas based company. Northstar has been on the forefront of the fire protection industry since 1980. With offices in Austin, Lewisville, Houston, San Antonio, and Atlanta, GA we have grown to be a nationally recognized company. Northstar engineers, fabricates, and installs fire sprinkler systems for structures including commercial, government, healthcare, high-rise condominiums and mixed-use projects.

We joined Shambaugh & Son, L.P., a wholly-owned indirect subsidiary of EMCOR Group, Inc. and together we perform more than $1 billion of construction projects per year with over 4,000 employees throughout 50 states from our home office in Fort Wayne, Indiana.

We recognize people as our most important resource and it is our mission to produce the industry's highest level of quality services and productivity on every project in order to develop repeat customers, maximize return on investment, and provide professional growth opportunities for people in the organization.

Northstar is seeking a Fire Protection Service Administrative Assistant. This position will provide comprehensive customer service and administrative support for fire protection inspections, customer information management, service and inspection job closure, billing, sales, and office and field personnel.

Essential Duties and Responsibilities:

• Manage inspection, billing preparation, information verification and retention processes.
• Utilize accounting system to retrieve work order numbers.
• Leverage Building Reports for administrative support tasks.
• Receive and process customer service request in a professionally and efficiently, gathering all necessary information to dispatch calls to the appropriate personnel.
• Adhere to the company-endorsed business process and best practices and make recommendations on system/process improvements.
• Validate technicians debrief information on service tickets and prepared invoices daily/weekly.
• Complete service request debriefs weekly and submit them to the Billing Specialist within one week of the service date.
• Assist with payroll processing by approving timesheets and submitting them to payroll.
• Manage document retention strategy for hard and electronic copies of service acknowledgements, work orders, inspection reports, internal agreements, and customer documentation.
• Maintain the confidentiality of customer and employer information at all times.
• Provide other administrative support to office personnel when needed.
• Perform other duties as assigned.

Qualifications:

• Advanced computer skills, including proficiency in Microsoft Office Suite and Windows operating systems.
• Strong Excel skills, including ability to create and manage complex spreadsheets and tables.
• Experience with AS400/Trueline accounting system is preferred.
• Experience with dispatching or scheduling technicians, project managers and other staff preferred.
• Ability to learn and retain new information quickly and efficiently.
• Proven ability to multitask and handle multiple different tasks simultaneously.
• High organized, self-motivated, and results-oriented.
• Professional communication skills, both written and verbal.
• Regular and reliable attendance, including the ability to work extended hours and weekends as required.

Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine. EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR's normal process -- it is probably fraudulent.

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled.