High school diploma or equivalent required; associate or bachelor's degree preferred.
1-2 years of administrative experience, ideally in service, fire protection, or construction.
Proficient in Microsoft Office Suite (Word, Excel, Outlook, etc.).
Excellent organization, communication, and interpersonal skills.
Ability to prioritize and multitask in a fast-paced environment.
Strong attention to detail and problem-solving skills.
Experience with scheduling software or CRM systems is a plus.
Responsibilities
Answer and direct phone calls, emails, and other communications for the Fire Alarm Department.
Schedule and coordinate service appointments, inspections, and maintenance visits for technicians.
Maintain and update department files, records, and databases including inspection reports and customer information.
Prepare and process work orders, invoices, proposals, and other required documentation.
Assist with tracking and managing inventory of fire alarm equipment and supplies.
Support compliance efforts by ensuring documentation meets regulatory and company standards.
Facilitate communication between technicians, clients, and other company departments.
Benefits
Standard office setting with occasional site visits.
Potential for overtime to meet deadlines.
Full Job Description
The Coordinator Assistant provides vital support to the Fire Alarm Department by performing a variety of administrative, clerical, and customer service tasks. The role ensures smooth operation of daily activities, assists with scheduling, documentation, data entry, and communicates with internal teams and external clients to help the department fulfill its responsibilities efficiently and professionally.
Key Responsibilities
Answer and direct phone calls, emails, and other communications for the Fire Alarm Department.
Schedule and coordinate service appointments, inspections, and maintenance visits for technicians.
Maintain and update department files, records, and databases including inspection reports, certifications, service records, and customer information.
Prepare and process work orders, invoices, proposals, and other required documentation.
Assist with tracking and managing inventory of fire alarm equipment and supplies.
Support compliance efforts by ensuring documentation meets regulatory and company standards.
Facilitate communication between technicians, clients, and other company departments.
Respond promptly to client inquiries, provide information regarding services, and escalate technical questions as appropriate.
Assist with project tracking, deadlines, and reporting for departmental activities.
Prepare meeting agendas, take meeting minutes, and support various departmental initiatives.
Perform general office duties such as scanning, copying, data entry, and mail distribution.
Other administrative tasks as assigned by the Fire Alarm Department Manager.
Qualifications
High school diploma or equivalent required; associate or bachelor's degree preferred.
Minimum of 1-2 years of administrative experience, preferably in a service, fire protection, or construction environment.
Proficient in Microsoft Office Suite (Word, Excel, Outlook, etc.).
Excellent organization, communication, and interpersonal skills.
Ability to prioritize and multitask in a fast-paced environment.
Strong attention to detail and problem-solving skills.
Experience with scheduling software or customer relationship management (CRM) systems a plus.
Familiarity with fire alarm systems or fire protection industry terminology is an asset but not required.
Work Environment
Standard office setting, with occasional visits to job sites if required.
This position may require occasional overtime to meet deadlines.
Physical Requirements
Ability to sit and use a computer for extended periods.
Occasionally lift or move office supplies up to 20 pounds.
The salary for this role is $38.00 to $41.00 per hour, based on experience, qualifications.
