"Alerted.org

Job Title: Administrative Assistant - InspectionsJob Description

Provide essential administrative support to the Service & Inspection department, engaging in a variety of clerical tasks, purchasing, inventory management, and accounting responsibilities. This role also involves project-based work and requires projecting a professional company image through both in-person and phone interactions. Additional tasks may be assigned by the Vice President of Service and Inspection, as well as the Regional Inspections Manager.

Responsibilities

+ Schedule, assign, and track progress for training courses for Inspector Trainees.

+ Schedule, assign, and track online exams for Inspectors and Inspector Trainees.

+ Arrange hotel and travel accommodations for classes, training, and meetings for Inspectors and Inspector Trainees.

+ Submit inspector information for required licensing across various jurisdictions.

+ Submit necessary information for Inspector certification and track Continuing Education Credits.

+ Provide backup support for customer and inspector calls.

+ Email reports to Inspectors and customers as needed.

+ Pull completed tickets and organize them for billing purposes.

+ File reports in compliance engines and other necessary portals.

+ File backflows to Authorities Having Jurisdiction (AHJ’s).

+ Price out work tickets, note ticket closing remarks, and close tickets.

+ Email or mail invoices to customers and manage billing cycles.

+ Create new tickets and re-assign existing ones.

+ Close non-billable tickets for various reasons.

+ Set up new clients and sites and manage new tickets via MJS or customer call-ins.

+ Update customer accounts and frequencies in the CRM as per requests.

+ Create Purchase Orders (POs) and distribute customer POs upon receipt.

+ Email reports to local Fire Inspectors and attend all necessary meetings.

Essential Skills

+ 3+ years of administrative experience.

+ Strong proficiency in Excel.

+ Proven knowledge of Microsoft Office Software, including Word and Access.

+ Excellent customer service skills.

+ Ability to think strategically and make sound decisions.

+ Strong organizational skills and ability to follow up on tasks.

+ Excellent written and verbal communication skills.

+ Ability to prioritize tasks in a fast-paced environment.

+ Basic business mathematical skills.

+ Ability to work with minimal supervision and effectively within a team.

Additional Skills & Qualifications

+ High School Diploma or GED.

+ Experience in the construction industry is a plus.

+ Knowledge of general office machines and telephone systems.

+ Demonstration of a positive attitude and integrity.

+ Commitment to company values and professionalism.

Work Environment

The work environment involves a dynamic office setting requiring interaction with various levels of employees and management. The role demands strategic thinking, timely decision-making, and the ability to produce accurate results. The position supports a collaborative team environment where professionalism and adherence to company policies are key.

Job Type & Location

This is a Contract to Hire position based out of Barberton, OH.

Pay and Benefits

The pay range for this position is $21.00 - $21.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Barberton,OH.

Application Deadline

This position is anticipated to close on Dec 17, 2025.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] (%[email protected]) for other accommodation options.