Job Description
We are seeking a reliable and detail-oriented Administrative Assistant to support daily office operations for a New York City–based fire sprinkler company. This role is essential to keeping projects organized, schedules on track, and communication flowing between the office, field staff, and clients.
Responsibilities:
Provide general administrative and clerical support to management and project teams
Answer and route phone calls, emails, and inquiries in a professional manner
Prepare, file, and track documents related to fire sprinkler projects, including permits, applications, contracts, and inspection paperwork
Assist with FDNY, DOB, and other agency filings as needed
Maintain organized digital and physical filing systems
Schedule inspections, service calls, and meetings
Coordinate with field technicians, vendors, and subcontractors
Assist with invoicing, purchase orders, and basic data entry
Track job statuses and update internal logs and spreadsheets
Order office supplies and support day-to-day office needs
Qualifications:
High school diploma or equivalent; additional administrative or office training a plus
Previous administrative or office experience preferred (construction, fire protection, or trades experience is a plus)
Strong organizational skills and attention to detail
Excellent written and verbal communication skills
Proficiency in Microsoft Office (Outlook, Word, Excel)
Ability to multitask, prioritize, and meet deadlines in a fast-paced environment
Familiarity with NYC agencies (FDNY, DOB) is a plus but not required
Professional, dependable, and team-oriented attitude
Work Environment:
Office-based position in New York City
Full-time, Monday through Friday
Job Type: Full-time
Pay: $23.00 - $25.00 per hour
Work Location: In person
