APi Group

For over 25 years, Quick Response Fire Protection has proudly provided the design, installation, maintenance, inspections and repairs of fire protection systems within the tri-state area. Along the way, Quick Response has grown to become the largest provider of fire protection systems in the state of New Jersey, providing fire protection services to all industries and property types.

Due to continued growth, we are seeking an in-office, full-time Bidding & Project Administrative Assistant to join our team. The ideal candidate will be detail-oriented and proactive supporting the smooth operation of ongoing and upcoming projects across multiple departments. This role involves coordination of billing, tracking project progress, handling service communications, and assisting with documentation and compliance needs. They must be a team player, possess strong organizational skills, and the ability to multitask in a fast-paced environment. Qualified candidates must be punctual, reliable and have a personable, professional and outgoing demeanor.

Key Responsibilities:

Project Tracking

• Maintain and update fire alarm and fire sprinkler project spreadsheets.
• Track and document all new and ongoing project activities.
• Review new project contracts prior to management signature.
• Assist with prequal submissions and required documentation uploads.
• Monitor and follow up on Change Order approvals, water tests, CADs, and other project milestones.
• Maintain and update new fire sprinkler project checklists.
• Manage and update project folders on the server follow existing organization to include digital filing, follow existing naming conventions, maintaining/updating client information.
• Provide administrative assistance for JSA forms, PIMS projects, and safety submittals.
• Handle close-out documentation and processes for completed projects.

Billing & Invoicing

• Enter and manage deficiencies and billing for repair projects.
• Update software program with job data, payments, and invoicing details.
• Submit invoices and documentation through various client portals.
• Assist with quoting and invoicing time and material service calls and repairs.

Communication & Coordination

• Answer phones and intake service calls; provide prompt and professional support.
• Coordinate reminders and follow-up tasks.
• Track and manage bid invitations; print and distribute drawings; organize bulletins and addendums.
• Request Certificates of Insurance (COIs) as needed.
• Send quotes to clients and follow up as appropriate.

Qualifications:

• Prior experience in a construction or service-related administrative role preferred.
• Strong proficiency in Microsoft Excel and other Microsoft Office applications.
• Familiarity with project management and billing platforms such as Service Trade, Service Channel, and internal apps.
• Excellent written and verbal communication skills
• Relentless follow up ability
• Excellent customer service skills
• Professional, punctual, reliable and strong time management skills
• Have a strong work ethic, be self-motivated, and possess an honest, genuine drive
• Ability to manage multiple tasks and prioritize workload effectively.
• Strong attention to detail and organizational skills.
• Ability to work independently and as part of a team.

Salary Range: $20-$25 per hour

As part of the Davis-Ulmer Family of Companies, we believe that investing and empowering our employees as leaders develops an organization that delivers innovative solutions and services that create a superior customer experience. The unique blend of our leader's abilities and the ownership of their work, combined with our culture and values, creates something that is simply described as the Davis-Ulmer difference.

Why Choose Davis-Ulmer Family of Companies?

• Competitive Compensation: We offer competitive pay rates for experienced professionals, ensuring your skills are recognized and rewarded appropriately.
• Comprehensive Benefits Package: Enjoy an industry-leading benefits package that includes medical, dental, vision, and additional perks, ensuring your health and well-being are taken care of.
• Strength of the Family: The Davis-Ulmer Family of Companies, with over 30 locations across the East Coast and Midwest, epitomizes the strength of a team-first mindset. Embracing a culture of collaboration, we unite to share knowledge, resources, and best practices across our network of branches. This collective approach strengthens us as a cohesive group, amplifying our impact far beyond what any individual business unit could achieve alone.
• Backed by APi Group: As a subsidiary of APi Group, a publicly traded, multi-billion-dollar corporation headquartered in Minnesota, we provide the financial stability and support needed for success. Benefit from world-class training and leadership development opportunities, backed by a powerhouse in the Fire Life Safety & Security industry.
• Long-Term Career Relationships: Many of our employees have been with us for 20+ years! We believe in investing in the right people, fostering enduring professional relationships that benefit both individuals and the company alike. Join us and become part of a community where your dedication is recognized and valued for the long term.
• Values Match: We prioritize hiring individuals whose values align with ours. Our commitment to value-driven recruitment is a cornerstone of our People/Talent Development Operating Code.

DAVIS-ULMER'S ENDURING PURPOSE: "To protect what people value most."

Equal Opportunity Employer, including disabled and veterans.