Administrative Assistant (54903)

The Hiller Companies, LLC has an immediate opening for Administrative Assistant.  If you are a dedicated professional with a passion for fire protection and safety, we invite you to apply today.

The Hiller Companies is a leading provider of fire protection and safety solutions, dedicated to safeguarding lives and property all around the world.  Headquartered in Mobile, Alabama, Hiller extends its reach globally as well as in domestic markets with offices across the United States.  With over 100 years in the industry, our mission is to ensure the highest standard of safety and innovation in comprehensive fire protection services, including installation, inspection, maintenance and repair of critical fire and life safety equipment.  Our team remains laser-focused on one goal - making the world a safer place.

Job Summary: The Administrative Assistant is responsible for maintaining operational efficiency and supporting various administrative functions. This position encompasses a wide range of clerical, organizational, and support tasks essential to the smooth operation of the office environment. The Administrative Assistant contributes significantly to the overall productivity and effectiveness of the business by managing day-to-day operations, facilitating communication, and providing crucial support to staff and management.

Key Responsibilities: 

• Manage multi-line phone system, including answering calls and directing them appropriately 
• Serve as the primary point of contact for external customers and visitors to the office 
• Maintain office cleanliness and organization 
• Sort and distribute incoming mail 
• Manage office supplies inventory and place orders as needed 
• Coordinate office maintenance and repairs 
• Handle correspondence, including emails and letters 
• Maintain an efficient filing system, both physical and digital 
• Prepare and distribute reports as required 
• Assist with travel arrangements for technicians, leadership, and other team members 
• Order business cards for staff as needed 
• Work with internal teams to address customer needs and resolve issues 
• Assist with basic bookkeeping tasks as needed 
• Work within various service platforms to support company operations 
• Coordinate with appropriate internal teams to complete various tasks 
• Participate in team meetings and contribute to improving office processes 
• Assist with event planning and coordination as needed 
• Support marketing initiatives, such as preparing materials for presentations or trade shows 
• Other duties as assigned by management.  

What we are looking for: 

• High School Diploma/GED required. Some college preferred.
• 2+ years experience in office administration
• English language fluency with excellent verbal and written communication skills.
• Exceptional customer service skills
• Proficiency with MS Office Suite, especially Excel and Word.
• Overall PC Proficiency with the ability to learn and master work specific programs.
• Strong organizational and time management skills with the ability to prioritize tasks and ensure accurate completion of assigned work.

Physical Requirements:  

• Must be able to sit for long periods of time  
• Must be able to effectively use standard office equipment such as computers, phones, photocopiers,  filing cabinets, and fax machines  
• Must be able to perform some repetitive motions while using a computer  
• While performing the duties of this