Administrative Assistant

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!

• →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.

• 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.

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.

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.