Administrative Assistant needed (remote & in-person week hybrid) Hawthorne, NY

Administrative Assistant
(remote & in-person week hybrid) Hawthorne, NY

The right Administrative Assistant candidate provides crucial support to the team by managing administrative tasks associated with commercial and/or residential Fire Alarm projects. This role ensures efficient coordination between the CEO, vendors, technicians, and clients while maintaining accurate documentation and tracking project milestones. The ideal candidate will be detail-oriented, proactive, and familiar with construction or commercial and residential fire alarm service.
 
Key Responsibilities:
Administrative Support:
* Prepare and manage job folders, contracts, change orders, purchase orders, and permits.
* Track and update project schedules, milestones, and deadlines with team.
* Maintain organized records of all projects
* Support in networking and outreach on various social media platforms to promote new business
Communication & Coordination:
* Serve as a point of contact for internal team, vendors, and customers regarding administrative inquiries.
* Schedule meetings, job walks, inspections, and other project-related appointments.
* Communicate regularly with field personnel to ensure alignment of materials, equipment, and timelines.
Procurement & Billing Assistance:
* Create and process purchase orders and monitor delivery schedules.
* Support invoice processing and assist with billing inquiries or discrepancies.
* Reconcile purchase orders with vendor invoices and assist with job costing.
Compliance & Documentation:
* Assist with preparation and submission of required permits and inspection documents.
* Ensure compliance with safety regulations and documentation requirements.
* Maintain accurate and up-to-date project records and internal reviews.
Qualifications:
* Education: A high school diploma or GED is required. Must be legal to work in the United States
* Experience: 1–3 years of administrative experience, preferably in the construction, fire alarm, or related technical industry.
* Skills:
* Excellent organizational and time management skills.
* Strong verbal and written communication.
* Proficient in Microsoft Office Suite (Word, Excel, Outlook); experience with AIA Software a plus, QuickBooks
Work Environment:
* Office-based with PT work from home and interaction with field staff and management.
Job Type: Full-time
Pay: $18.00-$20.00 per hour
Expected hours: 40 per week
Benefits
* Paid time off
Schedule:
* 8-hour shift
* 2 days a week in person
* 3 days a week remote
Ability to Commute:
* Hawthorne, NY
 
If interested, please send resume to ifaintegrated@gmail.com