Firetrol is seeking a highly organized, detail-oriented, and motivated professional to oversee key administrative and compliance functions within our growing fire protection company. This position will be responsible for coordinating certified payroll reporting, fleet management, bond administration, and security licensing across multiple locations and jurisdictions. The ideal candidate will possess strong organizational skills, exceptional attention to detail, and the ability to manage multiple responsibilities while ensuring accuracy, regulatory compliance, and timely completion of critical business requirements.

Certified Payroll

• Prepare, review, and submit certified payroll reports for applicable projects.
• Ensure compliance with federal, state, and local prevailing wage requirements, including Davis-Bacon regulations where applicable.
• Coordinate with payroll, accounting, and operations personnel to obtain accurate project and employee information.
• Maintain certified payroll documentation and respond to reporting inquiries.
• Track reporting deadlines and ensure timely submissions.

Fleet Management

• Assist with the administration of the company's vehicle fleet.
• Coordinate vehicle registrations, renewals, inspections, and related documentation.
• Maintain accurate vehicle records, including assignments, maintenance history, and compliance requirements.
• Coordinate with district offices, employees, and outside vendors regarding fleet-related matters.
• Assist with vehicle acquisitions, transfers, and disposals.
• Monitor fleet-related expenses and assist with reporting as needed.

Bond Administration

• Coordinate the issuance, tracking, and maintenance of bid bonds, performance bonds, and payment bonds.
• Work with internal personnel and external bonding agents to obtain required documentation.
• Maintain organized records of active and completed bonds.
• Monitor bond requirements and deadlines to ensure timely processing.
• Assist with preparation of information required for bonding applications and renewals.

Security Licenses & Regulatory Compliance

• Coordinate applications and renewals for company security licenses and related registrations.
• Maintain accurate records of licenses, expiration dates, and compliance requirements across multiple states and jurisdictions.
• Work with district offices and regulatory agencies to obtain necessary information and documentation.
• Monitor licensing deadlines and ensure timely renewals.
• Assist with regulatory reporting and other compliance-related administrative tasks.

Requirements

• Minimum of 3–5 years of experience in administrative support, compliance coordination, or a related business operations role preferred.
• Experience with certified payroll reporting, prevailing wage requirements, and Davis-Bacon regulations preferred.
• Familiarity with fleet management, including vehicle registrations, renewals, maintenance tracking, and recordkeeping.
• Knowledge of bid bonds, performance bonds, payment bonds, and associated administrative processes preferred.
• Experience managing professional licenses, regulatory filings, and renewals across multiple states or jurisdictions.
• Strong organizational and time-management skills, with the ability to prioritize multiple responsibilities and meet critical deadlines.
• Exceptional attention to detail and accuracy in documentation, reporting, and recordkeeping.
• Proficiency in Microsoft Office applications, including Excel, Word, and Outlook.
• Ability to coordinate effectively with internal departments, district offices, outside vendors, and regulatory agencies.
• Strong written and verbal communication skills with a professional and customer-service-oriented approach.
• Ability to work independently, exercise sound judgment, and proactively identify and resolve administrative or compliance-related issues.
• Demonstrated ability to handle confidential company and employee information with discretion and professionalism.
• Experience in the fire protection, construction, contracting, or related service industries is a plus.
• High school diploma or equivalent required; associate's or bachelor's degree in business administration, accounting, or a related field preferred.

Benefits

Firetrol offers competitive wages and top-of-the-line benefits that include health, dental vision, life insurance, short and long term disability, paid time off and a 401(k) plan with a generous company match and immediate vesting. Additionally Firetrol sponsors training and education opportunities. Most importantly, Firetrol offers career growth opportunities, not just a job.