Office Administrator

$35,360 - $39,520/Yr

Tri-State Training & Safety Consulting - Folsom, PA

Full-time - Entry Level

Folsom, PA

About the position

Tri-State Fire Protection Services is seeking a detail-oriented and organized Office Administrator to join our team. The ideal candidate will have strong administrative skills, the ability to manage daily office operations, and a commitment to providing excellent support to both our team and clients. This role is crucial in ensuring the smooth functioning of our office and involves a variety of tasks that contribute to the overall efficiency of our operations. The Office Administrator will be responsible for handling communications, managing schedules, and maintaining records, all while providing exceptional customer service to our clients. In this position, you will play a key role in daily office operations, including answering phones, handling emails, and correspondence. You will interpret work reports and convert them into invoices and estimates on a daily basis, assist with scheduling and coordinating appointments, meetings, and inspections, and coordinate our 3rd party accounts as well as specifically designated clients. Additionally, you will process invoices, purchase orders, and assist with basic bookkeeping tasks. Supporting the management team with administrative tasks and special projects as needed will also be part of your responsibilities. Maintaining accurate records and files, ensuring all documentation is up-to-date and easily accessible, is essential. You will also assist with client communications and inquiries, providing excellent customer service.

Responsibilities

• Play a key role in daily office operations, including answering phones, handling emails, and correspondence.
• Interpret work reports and convert them into invoices and estimates on a daily basis.
• Assist with scheduling and coordinating appointments, meetings, and inspections.
• Coordinate our 3rd party accounts as well as specifically designated clients.
• Process invoices, purchase orders, and assist with basic bookkeeping tasks.
• Support the management team with administrative tasks and special projects as needed.
• Maintain accurate records and files, ensuring all documentation is up-to-date and easily accessible.
• Assist with client communications and inquiries, providing excellent customer service.

Requirements

• Previous experience in an administrative or office management role.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Familiarity with QuickBooks or similar accounting software.
• Experience with Inspect point or a similar system is a bonus.
• Strong organizational and multitasking skills.
• Excellent communication skills, both written and verbal.
• Ability to work independently and as part of a team.

Nice-to-haves

• Experience with Inspect point or a similar system is a bonus.

Benefits

• Competitive salary
• 401k plan
• Generous Paid Time Off (PTO)
• Healthcare (IBX) & Dental coverage