Administrative Assistant

Position Summary

The Administrative Assistant supports the daily operations of the Service Department for both. This role manages proposals, billing, collections, job setup, SignNow workflows, and customer communication while maintaining accurate reporting and supporting technicians and management with timely, high-quality administrative assistance.

Key Responsibilities

1. Email & Communication Management

• Check and respond to emails regularly throughout the day.
• Prioritize requests from service managers and field staff.
• Track SignNow notifications, customer replies, and job-related communication.

2. Proposal & Contract Processing

• Create, send, and revise service proposals and annual maintenance contracts.
• Prepare SignNow envelopes and track signatures.
• Void outdated or incorrect contracts and resend updated versions.

3. Job Setup & Processing

• Create digital and physical job folders for new service jobs.
• Enter job data in:
• • Sage 100
  • QuickBooks Online (QBO)
• Print and file signed contracts and ensure all documentation is organized.

4. Billing & Invoicing

• Generate and email invoices for service work.
• Process billing tasks daily.
• Void or update credit card authorizations when needed.

5. Collections & Recordkeeping

• Review daily/weekly collection reports.
• Contact customers regarding outstanding balances.
• Update and enter collection notes into Sage.
• Escalate aging or problematic invoices to leadership.

6. Reporting

• Update All Job Reports daily.
• Print and distribute reports for meetings.
• Provide status updates on proposals, collections, and job progress.

7. Administrative Support

• Answer incoming phone calls and route as needed.
• Distribute incoming mail.
• Assist with urgent same-day requests from technicians and managers.

8. Customer Service

• Provide clear and professional customer communication regarding proposals, billing, or job details.
• Follow up on pending signatures or missing documents.
• Send invoices, proposals, and job updates to clients.

Skills & Qualifications

• Strong attention to detail and accuracy
• Proficiency in Sage, QuickBooks Online, SignNow, and Microsoft Office
• Excellent written and verbal communication skills
• Ability to multitask and manage shifting priorities
• Strong organizational and follow-up skills
• Experience in service industry or construction preferred

Performance Indicators (KPIs)

• Timeliness and accuracy of proposals & contracts
• Completion rate of daily billing
• Collections follow-up completion
• Accuracy of job entries and filing
• Responsiveness to email/phone communication
• Quality of customer service and professionalism

At Lifetime Fire Protection, we design and install fire sprinkler systems that do more than meet code—they save lives. With over 30 years of combined industry experience and licenses in both California (CSLB #1132510) and Arizona (ROC #357928), we bring deep expertise to every project; whether it’s a custom home, apartment complex, retrofit, or commercial build.

Our mission is simple: Help protect people and property through systems you can count on, installed by a team that gets it right the first time.