Job Description

Administrative Assistant

Lester, PA | Full-Time 

About Us  

When reliability is a must, Independence Fire Sprinkler is the partner you can trust. With over 70 years of combined industry expertise, our team is fully equipped to handle all of your Fire & Life Safety needs. Conveniently located just minutes from PHL airport, our commitment to safeguarding lives and protecting properties has earned us the reputation as the leading Fire Solutions Provider in the Greater Philadelphia and Delaware Valley.

At Independence we take pride in customer satisfaction and building quality relationships. We are dedicated to making a difference and are looking for an experienced Fire Alarm Technician who shares our values to be part of our exceptional team. If you are an experienced technician who is committed to improving safety and making a positive impact, this is the opportunity for you!

Role Overview:
Independence Fire Sprinkler is seeking a highly professional and proactive Administrative Assistant to provide critical support to the Administrative Operations Manager and the administrative team. This role is central to the smooth operation of the office and serves as a primary liaison for clients, vendors, and internal teams, managing communications, data integrity, and compliance documentation with precision.

Key Responsibilities:

• Partner with the Administrative Operations Manager and administrative team to drive daily operations, special projects, and process improvements.
• Manage inbound calls and email communications, delivering exceptional, professional customer service to clients, vendors, and staff.
• Maintain accurate and up-to-date client and vendor records, performing detailed data entry and ensuring information integrity across systems.
• Coordinate, track, and manage critical compliance documentation, including Certificates of Insurance (COIs) and W-9 forms, ensuring regulatory and company standards are met.
• Support administrative initiatives and workflow optimization.
• Anticipate and address staff operational needs to maintain efficiency and continuity.

Qualifications & Skills:

• Highly organized, detail-oriented, and proactive, with the ability to manage multiple priorities and stakeholders simultaneously.
• Exceptional written and verbal communication skills, with strong interpersonal and professional presence.
• 3–5 years of experience in a higher-level administrative or business support role, supporting one or more executives.
• Proficient in Microsoft Office Suite and Salesforce; ability to quickly adapt to new systems and processes.
• Prior experience in administrative operations, customer service, or data management preferred, experience in construction, fire protection, or service industries a plus.

Why  You'll Love Working Here 

At Independence Fire, we believe in investing in our employees' success. Here's what you can expect: 

• Competitive Pay : $22-25/hr (based on experience). 

• Comprehensive Benefits : Including health, dental, and vision insurance.

• Future Savings : A 401(k) savings plan with employer match. 

• Paid Time Off : Generous PTO and paid holidays to support work-life balance. 

• Professional Development : Certification reimbursement, training programs, and career advancement opportunities. 

• Tools and Support : Company-provided vehicle, tools, and resources for success. 

We Value All Experiences  

We understand that no candidate is perfectly qualified for any job. Experience comes in different forms; many skills are transferable, and passion goes a long way. Even more important than your resume is a clear demonstration of dedication, impact, and the ability to thrive in a fluid and collaborative environment. We want you to learn new things in this role and encourage you to apply if your experience is close to what we're looking for. 

We also know that diversity of background and thought makes for better problem-solving and more creative thinking, so we're dedicated to adding new perspectives to the team. 

Our Commitment to Diversity  

Independence Fire, a Guardian Fire Services Company, is an equal opportunity employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law. 

Independence Fire is committed to an inclusive experience for all applicants and will endeavor to make reasonable accommodations in the interview process, to the known physical or mental limitations of qualified employees with disabilities unless the accommodation would impose an undue hardship on the operation of our business. 

How to Apply  

If you're ready to take the next step in your career and join a team that values expertise, innovation, and growth, we'd love to hear from you. Apply now and become part of the Independence Fire team. 

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