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About the Role

High Rise Fire and Security is seeking a Service Administrative Assistant to join their team. This role is ideal for goal-oriented, self-motivated professionals with a passion for success, contributing to a company with a solid reputation and growing client base.

Responsibilities

• Screen all incoming phone calls and direct to appropriate party.
• Retrieve and distribute phone messages.
• Manage physical filing system for all client folders in all locations.
• Meet and greet corporate clients and visitors, and direct accordingly.
• Arrange for pickup/delivery of overnight and intra-day packages.
• Order office supplies when necessary.
• Process Return of Material Authorization (RMA’s) for all parts and devices.
• Perform special projects as assigned by management.
• Collect and enter Service Report details, including technician hours for each completed Test & Inspect in proprietary data system.
• File Test & Inspect paper reports in Client folders.
• Update Joint Commission Spreadsheets and prepare for FSM’s review prior to sending to Clients.
• Prepare billing paperwork and upload to Admin-Accounting -Service folder in Company shared folder.
• Comb through hundreds of Tech support emails to Match up Field of Service Report with proper documentation from the field I.E – Commercial Fire executed paperwork, Approved Quotes, DOHMH Sign-In Sheet, Other National Account Executed paperwork.
• Search quote approved folder to match up executed paperwork with service report.
• Reach out to technicians to request missing executed paperwork, escalating to FSM when paperwork isn’t received.

Requirements

• One year of administrative experience in a corporate environment.
• Experience with handling a multiple-line phone system.
• Experience managing an average of 100-150 calls per day.
• Attention to detail, and ability to produce quality results while working within constraints.
• Poised, professional demeanor and positive attitude.
• Ability to deal with change and to proactively form productive working relationships.
• Highly motivated, able to function independently or as a team member.

Skills

• Microsoft Office Suite (Outlook, Excel, Word)
• Handling a multiple-line phone system
• Managing phone calls
• Physical filing system management
• Package pickup and delivery arrangement
• Office supply ordering
• Return of Material Authorization (RMA) processing
• Data entry
• Email management
• Quote searching
• Technician communication
• Paperwork collection and matching

Location

• New York City
• SE Florida

Work Type

• Full-time

Experience Level

• One year of administrative experience

Education Level

• High school diploma
• Associate Degree preferred

Benefits

• Medical
• Dental
• Vision
• Prescription plans for employees and their families
• Company paid life insurance
• 401k match
• Profit-Sharing contributions

About the Company

• High Rise Fire and Security, founded in 1992, is a leading fire alarm, life safety and security systems solutions provider.
• We provide a broad range of products and services including, but not limited to, the design, installation, service and maintenance of Fire Alarm, Auxiliary Radio Communication, Area of Refuge, Parking Garage Gas Detection, Card Access, Camera Surveillance, Video Intercom and Intrusion Systems.
• High Rise is an Edwards Systems Technology (EST) Strategic Partner and a multi-year winner of “Strategic Partner of the Year Award” for the Northeast Region.
• We are the first North American member of the SCUTUM Group.
• SCUTUM, founded in 1989, is a fast-growing, privately owned, leading European life safety company with offices in France, Germany, United Kingdom, Belgium, the Netherlands and Luxembourg.
• SCUTUM complements our solutions with additional products, services and expertise in electronic security, cyber security and defense security with an Artificial Intelligence (AI) platform.
• At High Rise, we pride ourselves on our ability to maintain thorough and up-to-date industry knowledge.
• Our employees are equipped with comprehensive knowledge and extensive experience in providing life safety system and electronic security solutions throughout New York City, SE Florida and the surrounding areas.
• With a solid reputation in the market, ever so growing Client base, cutting edge products and services, now is a great time to join our team.
• High Rise offers a variety of exciting career development opportunities within the organization.
• We have a robust learning and development platform that provides training and mentoring to employees at all levels of the organization.
• Employees are offered the opportunity to take part in a range of internal training initiatives to hone their existing skills and continue to grow professionally in accordance with the changing external environment.
• Our peer-to-peer coaching program and emphasis on dynamic information exchange between teams ensures that our people are challenged intellectually and given the opportunity to succeed in their role.
• Our organization is dynamic, and we pride ourselves on providing a collaborative work environment where employees are consistently engaged and work together to provide top quality service.