We are seeking a Fire Sprinkler Administrative Assistant to provide administrative and operational support to the Fire Sprinkler Department. This role plays a critical part in ensuring smooth departmental operations and serves as a key liaison for DynaFire’s customers, advocating on their behalf to ensure responsive, high-quality service. The ideal candidate will embody DynaFire’s core values, contribute to a customer-centric culture, and support the department’s logistical and compliance efforts.
Customer & Team Communication:
- Serve as a primary administrative point of contact for South Florida fire sprinkler technicians, operations staff, and customers.
- Maintain ongoing communication with technicians to ensure alignment of schedules and workload.
- Assist with inbound calls, ensuring professional and prompt responses aligned with DynaFire’s Core Values.
Administrative Operations:
- Create and manage work orders and purchase orders in Service Trade and ComputerEase.
- Process and route vendor invoices for supervisor approval and ensure timely submission to Accounts Payable.
- Review technician work order statuses to ensure accurate and prompt invoicing.
Sales & Support Coordination:
- Assist sales personnel with customer inquiries, service call scheduling, and inspection coordination.
- Provide reports and information necessary for sales representatives to complete quotes, estimates, and proposals.
- Help prepare deficiency, repair, and tenant finish proposals.
Service Compliance & Documentation:
- Upload and submit fire sprinkler backflow reports to AHJs and customers; facilitate payments to AHJs if required.
- Coordinate family inspections by aligning schedules between fire sprinkler techs, alarm techs, and customers.
- Support the preparation and management of permit-related documentation and job packets.
Internal Process Management:
- Support setup and maintenance of new customer accounts in Service Trade.
- Monitor and compare technician daily work and run schedules to identify conflicts or gaps.
- Ensure technicians have appropriate access to scheduling and customer information.
Continuous Improvement:
- Stay up to date with technical systems and customer service practices.
- Uphold DynaFire’s operational standards and collaborate on departmental improvements.
- Adhere to all company policies and promote business ethics across all interactions.
Training and Certification Requirements:
- Possess very strong skills in organization, and be able to prioritize tasks and choose the most important duties to complete first.
- Possess at least 1 year of Collection experience
- Possess good knowledge of office procedures and administration
- Possess proficiency in computer software related to accounts receivable
- Possess excellent attention to details and must be able to perform tasks accurately
- Ability to analyze and solve problems
- Possess excellent communication skills, on phone, in written and verbal forms
- Superior spreadsheets skills and a good knowledge of Microsoft Excel and Google Suite.
What We Offer:
- Paid time off (PTO) and holidays.
- Comprehensive benefits package including medical, dental, and vision insurance.
- Short term and long-term disability.
- 401(k) matching.
- Employer funded life insurance.
- Opportunities for professional development and growth.
- Employee Referral Program.
About Us:
At DynaFire, we are your comprehensive partner for all fire and life safety needs. From expert support and installation to state-of-the-art sprinkler and fire alarm systems, we deliver tailored solutions to protect your business and assets. Whether you’re looking to enhance security or ensure regulatory compliance, reach out to DynaFire today for industry-leading solutions and exceptional service.
DynaFire is an equal employment opportunity employer dedicated to promoting an inclusive, diverse, and innovative environment for our employees. We provide all qualified applicants with employment consideration without regard to race, color, religion, sex, pregnancy, childbirth, ancestry, national origin, age, protected veteran status, marital status, genetic information, gender identity or expression, sexual orientation, disability, or any other protected status in accordance with applicable federal, state, or local laws.
