ROLE OVERVIEW

We are seeking an Operations Administrative Assistant to provide administrative and operational support that ensures efficient day-to-day business operations at CertaSite. This role partners closely with operations leadership and cross-functional teams to help coordinate workflows, maintain accurate records, and support overall process efficiency. You will collaborate with managers, office staff, technicians, and other stakeholders to support smooth operations and uphold CertaSite’s commitment to excellence. This is a fast-paced, highly visible role that requires strong organization, attention to detail, and the ability to adapt in a dynamic environment. This role will report to the General Manager.

COMPANY PERKS

• Education & Certification reimbursement program
• Referral bonuses starting at $1,000 per referral
• Comprehensive medical plan options, including dental and vision
• 401K plan with company match
• Generous paid time off, paid holidays, and paid parental leave
• Management opportunities
• Company giveaways
• Opportunities for community service and charity involvement
• Work at a mission-driven company, focused on people
• Continued growth and expansion into new markets and products and services

What you will be doing:

• Provide daily administrative support to operations leadership and teams
• Answer and route incoming calls while providing prompt, professional customer service.
• Support job setup, workflow tracking, and scheduling coordination
• Process invoices, purchase orders, and vendor documentation as needed
• Maintain accurate data records through timely entry, validation, and ongoing data management across operational systems
• Provide flexible administrative and operational support as business needs evolve
• Other projects as assigned

QUALIFICATIONS

• High school diploma or equivalent (Associate’s or Bachelor’s preferred)
• 2+ years of administrative experience, preferably in operations or service-based environments
• Proficiency in Microsoft Office (Excel, Outlook, Word)
• Strong organizational, communication, and multitasking skills
• High attention to detail and accuracy

Who are we?

CertaSite is a fast-growing fire protection and life safety company. Fire and life safety is our passion. It’s all we think about. We leverage our hard-earned expertise to give people peace of mind, confidence, and more time to pursue their core businesses. Since 2018, we have grown from four to 18 markets while serving more than 30,000 customers throughout the Midwest.

As we grow and expand into new markets, we are building a team that loves what they do and has fun doing it. If you are looking to be challenged every day, for an opportunity to make a meaningful impact, and to grow with a mission- and people-driven company focused on the customer, we hope you will consider this amazing opportunity.

Our Mission: To provide a meaningful impact to as many lives as possible.

Our Vision: To be the most dependable and simplified life safety solution on the planet.

Our Values:

• Passionate – We are on a relentless pursuit to be great, not just good enough. And we have fun doing it.
• Impactful – Our work makes a real difference in the world. We literally save lives, but that’s just the beginning.
• Innovative – We believe there is always a better way. We don’t stop until we find it.
• Genuine – We do what we say, and we mean it. We are authentic and dependable.

WORKING CONDITIONS & PHYSICAL REQUIREMENTS: overtime hours may be required as requested, controlled climate, office environment, required to sit for long periods of time, 8 or more hours per day, frequently required to use monitor, keyboard, mouse and phone.

Equal Employment Opportunity/M/F/disability/protected veteran status

Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.