Administrative Assistant Jobs in Tampa, FL

Wiginton Fire Systems is seeking a motivated and detail-oriented Service Administrative Assistant to join our team.

Wiginton Fire Systems is a 100% employee-owned fire protection company that has been protecting lives and property since 1967. With locations throughout the Southeast, we have built our reputation through quality work, strong customer relationships, and the dedication of our employee-owners. We are looking for someone who takes pride in their work, enjoys helping customers and coworkers, and wants the opportunity to build a long-term career with an established and growing company.

Position Summary

The Service Administrative Assistant provides administrative support to the branch Service Department and plays an important role in keeping daily service operations organized and moving efficiently.

This position reports directly to the Service Manager and is responsible for maintaining service records, coordinating scheduling, processing work orders and purchase orders, assisting with billing and collections, communicating with customers, and supporting other administrative and financial functions within the Service Department.

The ideal candidate is organized, dependable, detail-oriented, comfortable managing multiple priorities, and able to communicate effectively with customers, technicians, managers, and our Corporate Office.

Essential Duties and Responsibilities

• Create, process, and maintain service-related correspondence, documentation, and job files.
• Create, distribute, and maintain service work orders.
• Coordinate and schedule service calls, inspections, repairs, and other Service Department activities.
• Communicate scheduling information with customers, technicians, managers, and other departments.
• Create and process purchase orders as needed.
• Assist with billing, invoicing, collections, and other accounting-related processes.
• Maintain accurate and organized service records and documentation.
• Communicate directly with customers regarding scheduling, billing, account questions, and collections.
• Coordinate with Wiginton's Corporate Office regarding Premier Account processing and other administrative needs.
• Assist Service Management with reports, documentation, and departmental administrative responsibilities.
• Help ensure service documentation is accurate, complete, and processed in a timely manner.
• Perform additional administrative duties as assigned to support branch and Service Department operations.

Minimum Qualifications

• High school diploma or equivalent.
• 3 to 5 years of administrative, office, customer service, or related experience.
• Strong organizational skills and attention to detail.
• Strong numerical skills with experience handling invoices, billing, bookkeeping, or similar financial processes.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Strong written and verbal communication skills.
• Excellent customer service skills with the ability to work professionally with a variety of customers, coworkers, and personalities.
• Ability to manage multiple priorities, responsibilities, and deadlines in a fast-paced environment.
• Valid driver's license and reliable transportation.
• Ability to successfully complete required pre-employment background and drug screening.

Preferred Qualifications

• Associate degree, technical certification, or equivalent combination of education and experience.
• Previous administrative experience within the fire protection, construction, service, or skilled trades industry.
• Experience with Microsoft Dynamics GP or similar accounting or ERP software.
• Experience with construction-related billing, contracting, permitting, or service administration.
• Experience coordinating field technicians or service personnel.
• Familiarity with purchase orders, work orders, accounts receivable, and collections.

Why Wiginton Fire Systems?

At Wiginton, we believe a career should provide more than a paycheck. We want our employees to have the opportunity to build a career, develop professionally, and share in the success of the company they help create.

As a 100% employee-owned company, eligible employees have the opportunity to build ownership in Wiginton through our Employee Stock Ownership Plan. Our employees are not simply working for the company. They are helping build a company they have a financial interest in seeing succeed.

We also believe strongly in developing our people and promoting from within whenever possible. Whether someone wants to grow within their current department, move into leadership, or develop new skills, we want Wiginton to be a place where employees can continue progressing throughout their careers.

Benefits and Total Compensation

Wiginton offers a competitive total compensation package designed to support our employees today while also helping them prepare for the future.

Employee Ownership

• Participation in our Employee Stock Ownership Plan (ESOP) for eligible employees.
• The opportunity to build ownership in the company over time.
• Employees benefit from the long-term success and growth of a company they help operate every day.

Retirement Benefits

• 401(k) retirement savings plan.
• Company 401(k) matching contributions.
• The combination of our ESOP and 401(k) provides employees with two opportunities to build toward long-term retirement security.

Health and Insurance Benefits

• Competitive medical insurance options.
• Dental insurance.
• Vision insurance.
• Life insurance.
• Access to benefits designed to help employees and their families manage healthcare expenses and protect their financial well-being.

Paid Time Off

• Paid time off for eligible employees.
• PTO eligibility beginning after 90 days of employment.
• Paid time away from work provides employees the opportunity to recharge and manage personal responsibilities.

Stability and Long-Term Career Opportunity

Wiginton has been in business since 1967, and many of our employees have built long careers with the company. Our administrative teams are an important part of that success, and we value employees who want to learn the business, contribute to their branch, and grow with the organization.

If you are looking for more than your next job and want the opportunity to build a career with an established, growing, and employee-owned company, Wiginton Fire Systems wants to hear from you.