Office Administrative Assistant Full Time NEW

About Bomwar Industrial Services

Bomwar Industrial Services is a trusted leader in commercial kitchen safety. We specialize in professional hood cleaning and fire suppression services, ensuring our clients’ kitchens remain compliant, safe, and efficient. We pride ourselves on reliability, top-tier service, and a fast-paced, supportive team environment.

Job Summary

We are seeking an organized, detail-oriented, and proactive Office Administrator to keep our daily operations running smoothly. As the backbone of our office, you will handle scheduling, customer inquiries, invoicing, and compliance tracking. The ideal candidate has excellent communication skills, thrives in a multi-tasking environment, and understands the logistical puzzle of dispatching service technicians.

Key Responsibilities

• Customer Service & Intake: Act as the primary point of contact for clients; answer phone calls, respond to emails, and provide accurate service quotes.
• Scheduling & Dispatching: Coordinate and optimize schedules for our hood-cleaning and fire-suppression technicians. Manage route changes and urgent service calls efficiently.
• Compliance & Record Keeping: Maintain accurate digital files for all service reports, compliance certificates, and fire safety documentation required by local fire marshals and insurance companies.
• Billing & Invoicing: Generate and send invoices upon job completion, follow up on overdue accounts receivable, and process incoming payments.
• Inventory & Supplies: Monitor and order office supplies, and assist in tracking inventory for fire-suppression parts and cleaning chemicals.
• Operational Support: Assist management with basic reporting, data entry, and other administrative tasks as needed to support business growth.

Qualifications & Skills

• Experience: 2+ years of experience in an administrative, office management, or dispatching role (experience in mechanical, HVAC, plumbing, or fire protection industries is a major plus).
• Tech-Savvy: Proficiency with Microsoft Office Suite (Word, Excel) and standard email platforms. Experience with scheduling software (e.g., Service Trade/Go High Level) or accounting software (QuickBooks) is highly desirable.
• Organizational Mastery: Ability to juggle multiple phone lines, calendar invites, and paperwork without losing track of details.
• Communication: Exceptional verbal and written communication skills with a knack for customer service.
• Problem-Solving: Ability to think on your feet when a technician is delayed or a client’s schedule suddenly changes.

Pay: $700.00 – $800.00 per week

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Paid time off
• Professional development assistance

Work Location: In person