Administration Manager

Ryan Fireprotection•New Berlin, WI

About The Position

The Administration Manager leads the Milwaukee Service Administrative Team and is responsible for ensuring operational excellence, process consistency, and a high level of customer service across all service administration functions. This is a working manager role responsible for both leading the team and actively contributing to daily operations. The Administration Manager ensures processes are followed, continuously improved, and aligned with company growth. This role plays a critical part in supporting field operations, Service leadership, Accounting, and customers.

Requirements

Strong leadership and accountability mindset
Excellent communication skills across all levels
Highly organized with strong multi-tasking ability
Process-driven with a continuous improvement focus
Proficient in scheduling and service management software
Ability to balance leadership responsibilities with hands-on operational work
Self-starter who takes ownership and follows through

Responsibilities

Lead, coach, and support the Milwaukee Administrative Team
Hold weekly team meetings to align on priorities, communication, and performance expectations
Conduct monthly performance and development conversations with each team member
Establish clear role expectations and accountability standards
Develop and implement training for new hires and current team members
Ensure consistency and quality across all service administrative functions
Create, implement, and monitor processes and best practices
Identify inefficiencies and lead process improvement initiatives
Oversee Service Job Setup in Accounting to ensure accuracy and completeness
Ensure invoice accuracy, professional presentation, and timely billing
Improve service and inspection scheduling efficiency
Maintain clear documentation of procedures for scalability
Ensure the Administration team is trained on software platforms and technology updates
Drive proper utilization of company systems across office and field
Support implementation of new technology processes
Create and reinforce standardized field documentation and technology procedures
Ensure field technicians are properly supported and trained on required systems
Ensure a professional and responsive experience when customers interact with the Milwaukee Administration team
Oversee customer reporting processes to ensure quality, timeliness, and accuracy
Assist with complex inspection reporting (e.g., hospitals or large accounts)
Monitor and improve response times for customer communication
Follow up with customers for feedback and identify improvement opportunities