Office Coordinator JobEast Northport, NY
Why You'll Love This Job
Altus Fire & Life Safety is a full-service fire and life safety services platform. We offer a complete suite of solutions, from the design, engineering, installation, and servicing of state-of-the-art fire and life safety systems to training, consulting, crisis management and business continuity services.
Ken-Mar Fire Extinguisher Co., part of the Altus Fire & Life Safety family of companies, is looking for an Office Coordinator join our team! The Office Administrator is responsible for providing administrative, clerical, billing, and customer service support for the Ken-Mar and Standard Fire Protection extinguisher divisions. This position plays an important role in maintaining daily office operations, assisting customers, preparing quotes, and supporting management with various administrative responsibilities. The ideal candidate is organized, detail-oriented, professional, and capable of managing multiple responsibilities while providing excellent customer service.
We value our well-being just as much as our hard work. We are committed to a holistic approach towards benefits plans and programs that support the mental, physical and financial well-being of our team members.
Responsibilities
- Handle billing and invoicing for Ken-Mar and Standard Fire Protection.
- Monitor outstanding accounts receivable and perform collection follow-ups.
- Contact customers regarding overdue balances and outstanding payments.
- Maintain accurate billing records and documentation.
- Assist with resolving customer billing questions and discrepancies.
- Perform daily clerical and administrative duties for Ken-Mar.
- Answer incoming phone calls and direct inquiries appropriately.
- Maintain and organize office records, including accounts receivable/payable documents, work orders, receipts, and other company records.
- Assist with general office organization and administrative tasks.
- Greet and assist customers visiting the Ken-Mar facility.
- Assist customers with portable fire extinguisher inspections and service inquiries.
- Prepare and write up customer work orders.
- Process customer payments and provide receipts as needed.
- Answer customer questions and provide general information regarding services, repairs, and extinguisher requirements.
- Ensure customers receive professional and timely service.
- Prepare and send quotes for Ken-Mar customers.
- Follow up on outstanding proposals and customer inquiries as needed.
- Communicate with customers via phone and email regarding quotes, scheduling, billing, and service-related matters.
- Provide administrative support to the Operations Manager and Shop Manager as requested.
- Assist with placing supply and material orders.
- Coordinate and schedule outside services, maintenance, and other company needs.
- Prepare and send monthly Ken-Mar customer postcards.
- Prepare and distribute weekly employee timecards.
- Assist with additional administrative projects and responsibilities as assigned by management.
Skills & Qualifications
Previous office administration or customer service experience preferred.
Strong organizational and time-management skills.
- Excellent verbal and written communication skills.
- Professional and friendly customer service approach.
- Strong attention to detail and accuracy.
- Ability to multitask and prioritize daily responsibilities.
- Comfortable using Microsoft Office, email, calendars, and general computer systems.
- Ability to work independently while supporting a team environment.
- Experience with billing, accounts receivable, collections.
View All Job Openings at Altus Fire