Service Administrative Assistant - Fire - MSS Solutions, LLC

As a result of our phenomenal growth, MSS Solutions, LLC has an opening for a Service Administrative Assistant - Fire. If you are an experienced professional who is looking to grow your career and contribute fresh and innovative ideas to serve our customers, this is an opportunity you should explore!

A career at MSS is not just a job -- it's collaborating with the business's best talent. It's having a part in building a better future. It's making a difference in people's lives.

The success of MSS is a direct reflection of our team's dedication, passion, and hard work. Since 1996, MSS has taken pride in retaining some of the best talents in the industry by promoting a culture of respect, collaboration, and empowerment.

Role and Responsibilities

The essential roles and responsibilities are outlined below:

• Day-to-day administrative support for Service Managers and team.
• Manage SharePoint (daily), create, share, and update customer files.
• Consolidate and review new work order setups. Coordinate between other Departments, when necessary.
• Coordinate with Customers on specific requirements before the Field Team performs work.
• Manage Contracts for execution and update files. Share with General Counsel and Accounting when necessary.
• Coordinate inspection scheduling, prepare and distribute inspection documentation to field technicians, and complete final drafts for review before sending them to the customer.
• Attend weekly open-call meetings to discuss service work performed and completed.
• Assist with monitoring contract generation through completion within the MSS Monitoring portal.
• Maintain an active log of monitored accounts and customers.
• Assist in customer-driven requests to modify their existing monitoring call lists and information per request.
• Assist in gathering and maintaining new customer documents. Work with the Accounting Department to ensure all documents are received, approved, saved, and distributed.
• Assist in maintaining monthly reports of service-related items.
• Support service team and leadership throughout the region.
• Assist with Closeout documentation.
• Capture Lessons Learned and share them with the service team for estimating purposes.
• Provide support to field staff for the Vista employee portal; assist in general troubleshooting.
• Provide support for temp labor processes to ensure timely and accurate postings.
• Establish solid communication with all staff, both field and corporate, customers and vendors.
• Other tasks and duties as required and assigned.

Qualifications and Requirements

• High school diploma or equivalent required.
• Demonstrated proficiency in MS Office (excel, word, PowerPoint, SharePoint), and basic Windows environment.
• Knowledge of Fire Alarm Systems is a plus.
• Demonstrated competence in written and verbal communication skills.
• Excellent customer service skills required.
• Ability to positively represent the company and communicate with others at varying technical levels.
• Ability to multi-task and prioritize tasks in a fast-paced environment.
• Demonstrated competence in organization and attention to detail are required.
• Physical Demands: Constant sitting, walking short distances, bending, stooping, twisting, reaching above and/or below shoulder, handling/grasping documents or office equipment, clear speaking and adequate hearing sufficient to communicate effectively and respond appropriately in-person and/or on the telephone, vision sufficient to read source materials and computer screen data, repetitive motions for computer equipment use, lift 25 lbs. occasionally, 5-10 lbs frequently to lift/carry/move objects, files and documents.
• Must successfully pass a background check & drug test.

Work Environment: Work is performed in an open office environment with conditioned air and bright lights.

Benefit Highlights

At MSS, we value our employees by providing a supportive culture with competitive compensation and a benefits package that continues to evolve based on our business’ growth and our employees' needs. Currently, our benefits include:

• Medical/Dental/Vision Insurance
• 401k with Employer Contributions
• PTO
• Paid Holidays
• Employee Assistance Program
• Long-term Disability
• Short-term Disability
• Flexible Spending Plan
• Health Savings Plan

Additional Notes

• If you are unable to apply electronically and require an accommodation, please contact HRAdmin@msssolutions.com
• MSS Solutions, LLC is an equal opportunity employer and a drug-free environment.
• All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.