Administrative Assistant

Western States Fire Protection (WSFP) and its subsidiaries are more than a company. We are a family of unique individuals committed to our purpose, our values, and each other. And we believe in making our own luck, creating our own opportunities. WSFP accomplishes this by constantly innovating, finding ways to create new value and seizing new opportunities.Protecting lives and property since 1985, WSFP and its subsidiaries specialize in Life Safety Systems. Our values are simple: integrity, quality, safety, professionalism, commitment.What we offer:Health, Life, Dental and Vision InsuranceEmployee Assistant ProgramFlex Spending (FSA) (Cafeteria Plan) and HSA401(k) Plan - Matching up to 3%Employee Stock Purchase PlanProfit Sharing PlanPaid Time Off (PTO), Parental Leave, Paid Pregnancy Medical LeavePaid Holidays Tuition ReimbursementAnnual Discretionary BonusEmployer Paid Life InsuranceGym membership reimbursementAdministrative AssistantThe Administrative Assistant is responsible for initiating, conducting, and coordinating the clerical and administrative functions required for the effective operation of an office. He/she will assist other branch personnel including key managers in a variety of administrative roles.The salary range for this position is $22.00-$25.00 per hour depending on experience.Job ResponsibilitiesResponsible for office reception functions including greeting customers, vendors, and associatesConduct payroll and hour tracking functions as assignedConduct billing, receivable, and payable functions as assignedProvide general administrative support for managers and staffProcess mail receipt and distribution activities and respond to routine correspondenceCreate, type, and distribute internal and external correspondenceCoordinate office schedules, meetings, conferences, and appointmentsOrder office supplies and assist in upkeep of office equipmentMaintain various types of recordsAssist in completing special reporting and licensing requirementsAssist in compiling contracts, proposals, and job packetsComplete special projects as requiredAccomplish responsibilities as required using business software as approved by WSFPOffer suggestions and solutions on improving efficiency of general office proceduresProvide customers with invoices and required backup paperwork following the customer's billing requirements (Email, fax, upload to websites, etc.)Maintain job files in manual file folders and/or electronic filesFollow the Company's collection procedures to ensure timely payment from customersEstablish positive customer relationshipsUpdate collection notes in the Past Due Memos section of WebApps and AsteaInform Division Managers of any discrepancies or issues a customer has reportedMeet regularly with the Office Manager to review collection accounts and provide updatesOther duties as assignedJob QualificationsGood computer skills with working knowledge of business software applicationsBackground in basic secretarial skills is preferred1-2 years basic office experience desiredExcellent written and verbal communication skillsPuts forth a courteous, friendly, helpful attitude at all times when receiving office visitors, answering the phones, or dealing with other associatesAbility to pass a pre-employment drug screen test and background checkAll qualified applicants with Western States Fire Protection Company will receive consideration for employment without regard to race, color, religion, sex, sexual orientation and gender identity, national origin or status as a qualified individual with a disability or protected veteran.VEVRAA Federal Contractor

Created: 2025-05-31