Service Administration Assistant

**Overview**:We're looking for a highly organized and detail-oriented Service Manager to coordinate day-to-day operations in our Service department. This role requires clear communication, strong scheduling skills, and the ability to manage multiple priorities while keeping customers and technicians informed and supported. The systems we support often protect mission-critical equipment, meaning the stakes are high and timelines matter. You'll be the key link between technicians, suppliers, project managers, and the finance team, ensuring inspections, service calls, and material orders run smoothly from start to finish. Prior experience in service coordination, especially in the fire protection industry, is preferred.

**Key Responsibilities**:

- **Inspections**: Prepare quotes, send reminders, schedule inspections upon approval, manage all related paperwork, and issue purchase orders.
- **Deficiency Work**: Create and send estimates for deficiency repairs. Once approved - order materials, schedule technicians, and manage workflows for follow-up service.
- **Parts Supply Requests**: Create and send quotes for parts supply requests. Once approved, order materials and arrange for shipping.
- **Customer Service Inbox**: Monitor and manage the shared service inbox to ensure timely responses.
- **Shipping Documents**: Request ProForma invoices from Finance, create packing slips and send customs broker information as required.
- **Phone Reception**: Handle inbound calls related to both service and general inquiries, or direct questions and calls to the appropriate team members as needed.

**Impact Role Will Have on Clients & the Company**:This is a critical role — both for our clients and for the company. As the central point of coordination for service operations, the Service Manager directly impacts the safety, reliability, and continuity of the systems we maintain — many of which protect mission-critical equipment and infrastructure.

For our clients, that means fast, accurate communication, seamless scheduling, and confidence that their systems are being managed with precision and urgency. A missed inspection or delay in service can have serious consequences, and this role helps ensure that never happens.

Internally, the Service Manager is the operational backbone that keeps technicians, suppliers, and finance aligned. By maintaining control over timelines, documentation, and job flow, this role helps reduce risk, increase efficiency, and deliver on our promise of dependable service. Simply put, the Service Manager helps keep things running — for our clients and for us.

**Collaboration**:

- **Technicians/Sub-contractors**: Coordinate inspections, service calls, and job details.
- **Suppliers**: Request pricing and issue purchase orders for materials.
- **Finance/Invoicing Team**: Communicate job progress and confirm when services are ready to be invoiced.
- **Project/Account Managers**: Work closely with project and account managers to coordinate quotes, approved work, and pricing, ensuring smooth execution of larger projects.

**Required Skills & Qualifications**:

- Excellent organizational and time management skills
- Accurate typing
- Proficiency in Microsoft Outlook, Word, and Google Workspace tools
- Confident handling scheduling, dispatching, and coordination of multiple moving parts
- Ability to work independently and take ownership of tasks
- Customer service mindset with a proactive approach to problem-solving
- Familiarity with creating quotes, purchase orders, and service documentation
- Strong teamwork skills to support effective coordination of scheduling, service calls, and project workflows

**Preferred Experience**:

- Previous experience in a scheduling or service coordination role
- Background in the fire protection industry

**Job Types**: Full-time, Permanent

Pay: From $50,000.00 per year

Additional pay:

- Commission pay

**Benefits**:

- Dental care
- Extended health care
- Life insurance
- On-site parking
- Vision care

Schedule:

- Monday to Friday

**Language**:

- English (required)

Work Location: In person