Essential Roles and Key Responsibilities

• Keep the Office Running Smoothly: Manage daily office operations, answer incoming calls, coordinate correspondence, maintain calendars, and provide administrative support to the team.
• Deliver Excellent Customer Service: Welcome visitors, clients, and vendors professionally while responding to inquiries and directing requests to the appropriate team members.
• Support Service and Field Operations: Assist with scheduling service appointments, coordinating technician schedules, communicating job updates, and helping ensure field teams have the information they need.
• Maintain Accurate Records: Perform data entry, organize electronic and physical      files, maintain customer and job records, and ensure documentation is      accurate and up to date.
• Assist with Administrative and Financial Tasks: Support invoice processing, billing documentation, purchase orders, expense tracking, timesheet      review, and other administrative functions as assigned.
• Coordinate Fire Protection Documentation: Assist with organizing inspection reports, service tickets, work orders, equipment records, and other documentation related to fire alarm, sprinkler, and life safety systems.
• Support Internal Communication: Serve as a point of contact between office staff, field technicians, management, customers, and vendors to help ensure information is communicated efficiently.
• Assist with Scheduling and Follow-Up: Track outstanding paperwork, follow up on open service requests, and help ensure administrative deadlines and customer commitments are met.
• Be the Glue That Holds the Team Together: Anticipate needs, identify opportunities for improvement, resolve routine administrative issues, and help create an organized, productive office environment.

Qualifications and Skills

• At least two years of experience in an administrative, office support, or coordination role. Experience in construction, mechanical services, facilities management, or the fire protection industry is a plus.
• Strong verbal and written communication skills, including professional phone, email, and face-to-face interactions.
• Excellent organizational skills and the ability to manage multiple priorities in a fast-paced environment.
• Proficiency with Microsoft Office applications, including Outlook, Word, and Excel; experience with Microsoft Teams and scheduling or business management platforms is a plus.
• Strong attention to detail and the ability to maintain accurate records and documentation.
• Ability to communicate effectively with office personnel, field technicians, customers, vendors, and management.
• A proactive, solutions-oriented approach with the ability to anticipate needs and follow through on assigned tasks.
• Ability to handle confidential information professionally and exercise sound judgment.
• A positive, dependable, team-first attitude with a strong commitment to customer service.
• Willingness to learn fire protection and life safety terminology, systems, and administrative processes.

Education

• High school diploma or equivalent required.
• Additional coursework or training in business administration, office management, or a related field is a plus.

Certifications and Licenses

• No specific certifications or licenses required.
• Microsoft Office, administrative support, or customer service certifications are a plus.