Administrative Manager

Job Description

Job Description

Description :

About Us : Approved Fire Protection Co. is New Jersey's oldest family-owned, full-service fire protection and safety equipment company. Our services include fire extinguishers, alarm systems, suppression systems, SCBA, gas detection, carbon dioxide, oxygen, sprinkler systems, and so much more. Approved Fire Protection’s mission is to supply life safety products and service to the industrial, commercial, pharmaceutical, and municipal companies in New Jersey and near surrounding areas.

Job Summary : We are seeking a highly organized and detail-oriented Administrative Manager to oversee and coordinate the administrative operations of our fire protection company. The ideal candidate will play a critical role in supporting daily office functions, ensuring compliance with industry standards and regulations, and managing documentation to support field and technical staff.

Benefits :

Medical

HSA

Dental

Vision

401k with company contribution

Aflac

Life Insurance

Long term disability

Profit Sharing

PTO

Requirements :

Essential Duties and Responsibilities :

• Office Management :

Supervise daily administrative operations, including scheduling, office supply management, record-keeping, and staff coordination.

• Team Supervision :

Lead and support the administrative team, including hiring, training, performance evaluations, and workload management.

• Compliance & Documentation :

Maintain accurate records of fire protection inspections, maintenance reports, permits, and certifications in accordance with local and national fire safety codes (e.g., NFPA, OSHA).

• Customer & Vendor Relations :

Handle client communications, prepare service agreements, manage accounts receivable / payable, and coordinate with suppliers and subcontractors.

• Reporting :

Generate internal and external reports, including billing summaries, service history, and operational metrics for management.

• Technology & Systems :

Manage office software systems (e.g., CRM, Profit Zoom, scheduling tools, accounting software) and recommend process improvements or upgrades.

• Health & Safety :

Support the implementation of health and safety programs and ensure administrative compliance with all applicable regulations.

• Coordinate between the Sales and Service departments to ensure smooth communication and workflow.

Act as the central liaison between Sales and Service teams to ensure clear communication and smooth workflow.

• Coordinate service requests, and customer requirements, ensuring accurate information is shared across departments.
• Provide support to Sales by confirming service availability, project timelines, and preparing customer updates.
• Monitor service progress, proactively addressing delays or conflicts and communicating solutions to stakeholders.
• Maintain professional communication with customers to relay scheduling updates and service confirmations.
• Overseeing collections

Monitor accounts receivable and follow up on overdue invoices to ensure timely collection of payments.

• Collaborate with accounting and management to resolve billing discrepancies and escalate delinquent accounts.
• Maintain accurate collection records and provide regular reports on outstanding balances and collection progress.

Qualifications :

• Bachelor’s degree in business administration, Management, or related field (or equivalent experience).
• 3–5 years of administrative or office management experience, preferably in the fire protection, construction, or mechanical services industry.
• Strong knowledge of compliance and documentation practices related to fire safety standards.
• Capable of multi-tasking with team and inter-departmental.
• Proficiency in Microsoft Office Suite, accounting software (e.g., QuickBooks), and industry-specific CRM platforms.
• Excellent leadership, organizational, and communication skills.
• Ability to handle confidential information with integrity.
• Strong problem-solving skills and the ability to adapt in a fast-paced environment

Preferred Industry Skills :

• Experience with fire protection services (sprinkler systems, alarms, extinguishers, inspections)
• Familiarity with NFPA codes and other relevant fire safety standards
• Basic knowledge of financial management and budgeting

Management / Administrative Skills :

• Strategic planning and organizational skills.
• Problem-solving and decision-making abilities.
• Strong attention to detail and analytical skills.
• Ability to manage multiple projects simultaneously.
• Customer-focused with a commitment to quality service.

Working Conditions :

• Office-based role with occasional visits to field sites or client locations. Occasional offsite meetings.
• Standard working hours with occasional overtime during peak periods or project deadlines.
• Fast-paced office environment.
• Availability to respond to emergencies outside of regular working hours.

Salary : $70,000+

If all the above resonates with your experience and skill set, apply to join our team. We provide ample opportunities for professional development to our team members through ongoing in-house training, as well as encouraging team members to attend certification programs. We offer our employees a competitive salary and comprehensive benefits package and are always looking for individuals with the talent and skills required to contribute to our continued growth and success.

Equal Opportunity Employer / Veterans / Disabled Approved Fire Protection is deeply committed to a policy of equal employment opportunity for all its job applicants and employees. We seek to employ qualified persons in all job classifications and to administer all personnel actions affecting our employees without discrimination on the basis of race, color, religion, sex, pregnancy, age, national origin, sexual orientation, gender identity, political ideology, ancestry, or genetic information. Individuals with a disability, disabled and other protected veterans and any other characteristic protected by applicable law will be given the fullest consideration for employment in positions for which they are qualified. We also are committed to making reasonable accommodation for qualified individuals with a disability as well as abiding by any and all state and local laws, which in addition to the above prohibit discrimination in any form.