Project Coordinator & Administration, Elko NV na State Fire

Description

Project Coordinator & Administration

Join a Growing Regional Fire Protection Company!

Why State Fire?
State Fire is a trusted regional fire protection company with over 300 trained and licensed managers and technicians, providing services across Idaho, Utah, Nevada, Arizona, Oregon, Texas, Colorado, and much more. We specialize in fire alarms, fire sprinklers, kitchen suppression systems, special hazard clean agent systems, security, and fire extinguishers.

We prioritize safety, professional development, and an inclusive workplace. We offer competitive pay, generous benefits, and the opportunity to grow your career with a high-performing, collaborative team.

What We Offer:

• Competitive compensation based on experience
   
• Medical, Dental, and Vision insurance options, with HSA match available
   
• 401(k) Retirement plan
   
• $50,000 Life Insurance
   
• Paid Time Off
   
• Opportunity to work with a skilled, supportive team in a rapidly growing company

Position Overview

We’re looking for a detail-oriented Administrative Assistant to support our Fire Sprinkler Department and Manager. This role helps keep projects and daily operations organized by handling scheduling, documentation, purchasing, and communication between office and field teams. The ideal candidate is proactive, dependable, and comfortable managing a variety of administrative tasks in a fast-paced environment.

Requirements

 Key Responsibilities

 Administrative & Clerical Support

• Provide direct administrative support to the Fire Sprinkler Manager and field teams.
• Prepare, format, and distribute job documents, correspondence, and reports.
• Schedule meetings, coordinate travel, and maintain department calendars.
• Assist with creating and tracking purchase orders, invoices, and expense reports.
• Maintain organized digital and physical filing systems for project and service documentation.

Project Coordination Assistance

• Support project managers by compiling submittals, closeout documents, and any other documentation.
• Track project progress, material orders, and inspection schedules.
• Communicate with vendors, customers, and internal teams to gather or relay project information.
• Assist with updating job costing and work order information in company software.

Department Operations

• Monitor and maintain inventory of office and field supplies.
• Assist with onboarding new sprinkler department employees (uniforms, training).
• Track technician certifications, licenses, and training renewals.
• Support compliance and safety documentation requirements.

Communication & Customer Service

• Answer incoming department calls and emails professionally.
• Serve as a point of contact for customer inquiries, scheduling, and updates.
• Help ensure timely and accurate communication between office, field, and management.

 Qualifications

• 3+ years of administrative or office support experience (fire protection or construction industry preferred).
• Strong proficiency with Microsoft Office Suite (Word, Excel, Outlook) and general computer literacy.
• Excellent organizational skills with the ability to manage multiple priorities.
• Strong written and verbal communication skills.
• Experience with project management or service software (e.g., ServiceTrade, Vista, BuildOps, or similar) a plus.
• High attention to detail and accuracy.

Take the Next Step:
If you are motivated, skilled, and ready to join a growing regional company that values safety, quality, and career development,  apply today to join the State Fire team! 

State Fire participates in E-Verify