JOB DETAILS

Project/Administrative Coordinator

CompanyRapid Fire Safety & Security LLC
LocationAustin
Work ModeOn Site
PostedMarch 11, 2026
About The Company
RapidFire Safety & Security offers the commercial sector comprehensive expertise in fire, life safety, and security services. Led by a team of proven industry operators including visionary founder, Mike McLeod, long-time colleague and co-founder, Colin Harrold, and in partnership with Concentric Equity Partners, our multi-regional “Buy, Build, Grow” strategy is curating a world-class alliance throughout the Southwest and Midwest US. RapidFire actively seeks owners in the fire safety and security industries who want to extend their legacy and community impact. Recognizing the growing divide between family-owned/entrepreneurial operators and the multi-national, powerhouse providers of commercial fire and security services, RapidFire’s people-focused leadership provides peace-of-mind to owners who have maxed out their growth trajectory. Together, we’ll help you grow beyond current boundaries; enhance long-term stability; and leverage the world-class leadership, technology, equipment, training, and operational efficiencies of a strong, committed partnership. RapidFire is not just about providing unparalleled safety and security services, but also building enduring relationships, putting people first, and fostering teamwork and personal growth. Let’s safeguard your legacy together.
About the Role

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

Key Skills
Detail-OrientedOrganizationRecordkeepingContract ProcessingInvoice ProcessingNetSuiteData AccuracyTime ManagementCommunicationSelf-MotivatedCompliance DocumentationElectronic FilingERP SystemsMicrosoft Office
Categories
AdministrativeSecurity & SafetyFinance & Accounting
Job Information
📋Core Responsibilities
This role is responsible for supporting project operations and compliance documentation, which includes processing mail, depositing checks, scanning documents, and submitting Accounts Payable invoices to Corporate. Key duties also involve processing contracts, setting up new projects, posting payroll hours, and updating financial status reports within NetSuite.
📋Job Type
full time
💰Salary Range
$50,000 - $65,000
📊Experience Level
2-5
💼Company Size
77
📊Visa Sponsorship
No
💼Language
English
🏢Working Hours
40 hours
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