Project/Administrative Coordinator

Description

About RapidFire Safety & Security

RapidFire Safety & Security is a leading provider of fire life safety and security solutions, earning customer trust by delivering exceptional value through strategic acquisitions, allowing us to drive organic growth in every market through the excellence of our teammates.

Job Summary

We are seeking a detail-oriented and organized Project / Administrative Coordinator to support project operations, and compliance documentation. This role plays a key part in ensuring accurate recordkeeping, timely processing of contracts and invoices, and effective coordination between internal teams and Corporate. The ideal candidate thrives in a fast-paced environment and has strong administrative and organizational skills.

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

Qualifications

· High school diploma or equivalent required; Associate’s degree preferred

· 2+ years of administrative, project coordination, or accounting support experience preferred

· Experience with NetSuite or similar ERP systems strongly preferred

· Proficiency in Microsoft Office and digital document management tools

· Strong attention to detail and data accuracy

· Excellent organizational and time-management skills

 Skills & Competencies

· 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