RapidFire Safety & Security · 22 hours ago
Project/Administrative Coordinator
Austin, TX
Full-time
Onsite
Entry Level
$50K/yr - $65K/yr
2+ years expRapidFire Safety & Security is a leading provider of fire life safety and security solutions, and they are seeking a detail-oriented and organized Project / Administrative Coordinator to support project operations and compliance documentation. This role is essential for ensuring accurate recordkeeping, timely processing of contracts and invoices, and effective coordination between internal teams and Corporate.
Field SupportPublic SafetySecurity
Responsibilities
Process incoming mail, including checks and project-related documents
Deposit checks and scan documentation for Corporate submission
Scan and submit Accounts Payable invoices to Corporate and Purchasing
Process contracts, change orders, and project-related documentation
Create, upload, and maintain change orders in NetSuite
Set up new projects in NetSuite
Post payroll hours accurately into NetSuite
Update Work in Progress (WIP) and Financial Status Reports (FSRs)
Request, track, and distribute Certificates of Insurance (COIs) and W-9 forms
Manage pre-certifications and compliance documentation
Prepare DocuSign envelopes, waivers, and other approval documents
Maintain organized electronic filing systems and project folders
Input and update project highlights in designated directories
Qualification
Required
High school diploma or equivalent required
Proficiency in Microsoft Office and digital document management tools
Strong attention to detail and data accuracy
Excellent organizational and time-management skills
Ability to manage multiple tasks and meet deadlines
Strong written and verbal communication skills
Comfortable working with confidential financial and contractual information
Self-motivated with the ability to work independently and collaboratively
Preferred
Associate's degree preferred
2+ years of administrative, project coordination, or accounting support experience preferred
Experience with NetSuite or similar ERP systems strongly preferred
Company
RapidFire Safety & Security
RapidFire Safety & Security is a safety and security company that provides inspection programs and system solutions. It is a sub-organization of Texas Star Fire Systems.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
M
Michael McLeod
Chief Executive Officer | Founder | Board Member
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