Administrative Assistant

Job Posting: Administrative AssistantLife Safety Solutions Plus, LLCLocation: Hybrid Role, Must reside in the Atlanta area, preferably in Midtown or Downtown Atlanta. Work Hours: Flexible schedule, but must be available to work between 9:00 AM – 5:00 PM, Monday through Friday.About Life Safety Solutions Plus, LLC:Life Safety Solutions Plus, LLC (LSS) is a dynamic and growing company that provides expert life safety and medical standby services for events ranging from corporate trainings, to large-scale national fundraising bike rides. Our team consists of professionals, including EMTs, and firefighters, who ensure that our clients’ events run safely and smoothly. We are looking for a highly organized and proactive Administrative Assistant to join our team.Position Overview:The Administrative Assistant will play a critical role in supporting our team with a variety of essential administrative tasks, including managing finances, client and contractor relations, payroll, event logistics, and general office support. The ideal candidate will be detail-oriented, tech-savvy, and capable of managing multiple responsibilities in a fast-paced environment.Key Responsibilities:Banking & Financial Management:Regularly visit the company’s mailbox at its Midtown Atlanta location (2-4 times per week) to collect and organize incoming mail, as well as deposit any received checks.Manage daily check deposits and ensure they are properly documented for records.Complete and submit deposit slips and maintain accurate financial records in QuickBooks and the accounting team.Assist with payroll processing (bi-weekly), ensuring contractors are paid on time and maintaining accurate financial documentation.Client and Property Management:Keep up-to-date client and property information, including invoicing, payments, and contracts.Ensure Certificates of Insurance (COIs) are up-to-date and maintain clear communication with clients and insurance providers as necessary. Collaborate with the insurance team to update and manage audits efficiently.Assist with creating and sending invoices for services rendered, tracking payments, and following up on outstanding invoices.Manage client relationships, ensuring all deliverables (e.g., evacuation drills evaluations) are completed on time.Contractor & Staff Coordination:Manage ADP payroll for internal staff and contractors.Process new contractor paperwork (W-2, direct deposit forms) and ensure timely payments.Post job openings and assist with the hiring process for additional staff, particularly EMTs for event-based work.Event & Travel Coordination:Organize logistics for events including booking flights, rental cars, hotels, and necessary supplies.Coordinate with external partners, such as fire departments or medical suppliers, to ensure all event needs are met.Manage the planning and execution of trade shows, luncheons, and client events (e.g., BOMA events, JDRF fundraising rides).Office Management:Order office supplies and materials as needed.Manage office systems, including Google Drive and QuickBooks, ensuring all files and records are organized and up-to-date.Handle general office tasks such as electronic filingMarketing & Communications:Support website management with IT/Film team and content updates, ensuring the company’s online presence reflects the services and values of LSS.Maintain and update social media platforms, especially Instagram, to engage with clients and showcase company events.Assist with email marketing campaigns using platforms like MailChimp and SurveyMonkey to keep clients informed.Miscellaneous Administrative Support:Assist in preparing proposals and executing contracts.Participate in meetings, taking notes and assisting with follow-up tasks.Provide general administrative support to the leadership teamExpense Reporting & Financial Documentation:Create and maintain detailed expense reports for company and event-related costs.Ensure all expenses are properly documented with receipts and categorized in spreadsheets for accounting purposes.End of Year Tasks:Gather contractor information for 1099 reporting and ensure compliance with tax requirements.Qualifications- Experience: Entry level, preferably a college graduate seeking experience in the administrative fieldSkills:Strong organizational and time-management skills.Proficient with QuickBooks, Google Drive, and Microsoft Office Suite.Experience with payroll systems (ADP or similar) is a plus.Excellent written and verbal communication skills.Ability to prioritize and manage multiple tasks and deadlines.Personal Attributes:Self-motivated, proactive, and able to work independently.A team player who can collaborate effectively with colleagues and external partners.Flexible, adaptable, and comfortable with a variety of tasks.How to Apply:If you're passionate about administrative work, possess excellent organizational skills, and are eager to support a mission-driven team, we’d love to hear from you! Please send your resume and a brief description on who you are and why you would like this job to BrockRyan@lifesafetysol.com with the subject line "Administrative Assistant Application."Life Safety Solutions Plus, LLC is an equal opportunity employer. We encourage applicants of all backgrounds and experiences to apply.