Administrative Assistant - Federal Accounts

Fire & Life Safety America Inc
Hanover, MD
30+ days ago

Job Description

SUMMARY: Under direction of the Director of Federal Accounts the Administrative Assistant will assist and interface closely with the Federal Proposal Manager and the Federal accounts customers to administer various office and administrative duties such as assisting in billing, maintaining of job files (including FLSA’s quality documents), and collecting accounts receivable.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

  • Maintain database contracts.
  • Monitor local billing, generate custom invoices and upload designated invoices.
  • Generate service quotes using
  • Accounts receivable collections for federal clients.
  • Report incoming ACH deposits.
  • Reconcile account billing discrepancies.
  • Attend local weekly AR meeting
  • On time inspection for all offices
    • Review SM, look at upcoming due dates for all inspection contracts in place
    • Call inspection schedulers for each office to ensure we are meeting our contractual obligations for on time inspections
    • Post inspection – look for inspection reports, review and determine if “deficiencies” are in the report. Track Deficiency Quote that is needed from SSR
    • Ensure SSR’s are getting the quotes out within the 10 day timeline. Locally (Baltimore) communicate to local SSR’s to ensure these quotes are done on a timely manner. Eventually to all other offices.
  • Follow up on all contract coming up for renewal. Send out reminders to Contracting Specialist, CO, or FM partner
  • Assist Federal Account Manager in TX Region with MASS email campaign for TXMAS prospects


The qualifications listed below are representative of the elements required to perform the job successfully, however in some cases, an equivalent combination of Education, Training, Certifications and Experience may meet the job qualifications.

Education, Training, Certifications:

  • HS Diploma or equivalent required.

Experience, Knowledge, Skill Requirements:

  • 1-2 years’ experience administrative assistant required. Must be able to work alone and as part of a team. Basic math skills, customer service, problem solving skills, decision making skills, ability to multitask, and the ability to plan and organize is required. Advanced math skills, ability to meet project schedules, and scheduling experience preferred.

Communication Skills:

  • Must have the ability to read, write and communicate in English with employees and customers.

Systems and Software Skills:

  • Ability to operate a computer and use Microsoft Office required. Experience with Invoice Router, Timberline and UltiPro Preferred.

Other Qualifications:

  • Valid driver’s license with acceptable driving record required.
  • Must be able to comply with FLSA’s Drug and Alcohol policy and Background screening requirements, which may also include customer specific requirements based on contractual agreement


Reasonable accommodations may be made to enable individuals with disabilities to perform Essential Job Duties.

Physical Requirements:

While performing the duties of this job, the employee is required to sit for long periods. Employee will frequently be required to bend, kneel, balance, lift <20lb, walk, stand, ascend/descend stairs, and reach above and below shoulders. Employee will occasionally be required to stoop, twist, and climb a step stool.

Work Environment:

Employee will consistently be required to work indoors in an office setting, work alone and with other. Employees will rarely be required to travel and be exposed to noise.

About Fire & Life Safety America

Fire & Life Safety America is one of the fastest growing companies in the southeast and is proud of a well-deserved reputation for quality work and talented professionals. Our goal is to save lives and protect property by providing the best fire protection products and services in America.

FLSA is a full service provider that designs, installs, inspects, tests, and repairs all components of integrated fire protection systems. As an essential part of community safety, we provide 24-hour service assistance to residents, businesses, and health care facilities.

Founded in 1997, FLSA is the premier fire protection provider with offices in VA, MD, DC, NC, SC, AL, TN, FL, GA, and TX. FLSA encourages initiative, independence, diversity and personal career growth with sensitivity towards work-life balance.

Our company is consistently recognized for service excellence while enriching the fire protection industry. FLSA supports trade skills and workforce development by hosting Recognized Apprenticeships and on-the-job (OJT) training programs for new career-seekers. Many of our leaders chair NFPA code compliance committees, regional safety boards, and support technical education in local schools. We challenge our employees to continue training and education by encouraging NICET certifications. We continually strive to be the Employer of Choice for highly motivated Team Members who want to succeed in a fast-paced environment. We encourage initiative, independence, diversity, and personal career growth.


Fire & Life Safety America offers extensive training opportunities, career advancement, competitive pay, bonus opportunities, and an excellent benefit package. Our benefits package includes:

  • Medical Insurance
  • Dental Insurance
  • 401(k) Plan
  • Flexible Spending Accounts
  • Long Term Disability
  • Short Term Disability
  • Life Insurance for Team Members and dependents
  • Employee Assistance Program
  • Paid Vacation and Holidays
  • Employee Referral Program

FLSA Core Values


  • We are PASSIONATE about life safety.
  • We have INTEGRITY (Do the right thing).
  • We work in PARTNERSHIP with our customers and community.
  • We constantly strive for OPERATIONAL EXCELLENCE (do things right).

FLSA participates in E-Verify & promotes a drug-free workplace. FLSA is an equal opportunity employer committed to diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identity, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with a disability.


  • 2 year(s): Conduct local billing / creating invoices
  • 2 year(s): Drafting service quotes for customers
  • 2 year(s): Accounts Receivable Collections
  • 2 year(s): Reconciling Account Billings
  • 2 year(s): Microsoft Office; Word, Excel, PowerPoint


  • High School or better

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor???s legal duty to furnish information. 41 CFR 60-1.35(c)


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