Company: Effective Alarm Systems, Inc.
Location: Kearny, NJ
Work Location: In-Person / Office-Based
About Us:
Effective Alarm Systems, Inc. is an established, family-owned fire alarm and security company serving commercial and residential customers throughout New Jersey for over 50 years.
We are seeking a detail-oriented, organized, and dependable Fire Inspection Administrative Coordinator to manage the scheduling, processing and submission of fire alarm inspection reports.
This position requires someone who is comfortable following established procedures, communicating with customers, and maintaining accurate records.
Prior fire alarm industry experience is a plus but is not required. Training on our specific systems and procedures will be provided.
Key Responsibilities:
Fire Inspection Report Processing.
Review completed fire alarm inspection reports submitted by field technicians.
Access inspection records through our management platform.
Identify passed and failed inspections and process the documentation accordingly.
Review technician notes, deficiencies, photographs, and inspection forms for completeness.
Billing and Account Coordination:
Work with the billing department to verify inspection payment status.
Coordinate required payment processing before customer report distribution, consistent with company procedures.
Update customer account records in QuickBooks.
Record state submission confirmation numbers, inspection statuses, and relevant account notes.
Ensure inspection documentation and billing records remain organized and accurate.
Qualifications:
Strong computer skills and proficiency with everyday office software.
Excellent attention to detail and organizational skills.
Ability to follow procedures and manage repetitive administrative tasks accurately.
Comfortable navigating websites, uploading documents, and managing PDF files.
Strong written and verbal communication skills.
Ability to manage multiple customer accounts and pending tasks.
Dependable, self-motivated, and able to work independently after training.
What We're Looking For:
The ideal candidate is someone who enjoys working with computers and interfacing with customers.
Highly organized, and takes pride in completing tasks accurately.
This position is particularly well-suited for someone with experience in office administration, data entry, records management, or document coordination.
This is an administrative position. Fire alarm installation, servicing, and field inspections are not part of the job responsibilities.
How to Apply:
Interested applicants should reply to this post with their resume and a brief description of their relevant administrative experience.
We are looking for a reliable individual interested in becoming a valued member of our office team.
Principals only. Recruiters, please don't contact this job poster.