Admin

1st Fire Protection Services • San Antonio, TX

5d • Onsite

About The Position

The Fire Sprinkler Service Administrative Assistant provides essential administrative support to the service department, ensuring efficient scheduling, accurate documentation, and effective communication. This role is a key liaison between technicians, management, customers, and vendors, supporting both operational needs and compliance requirements for the fire sprinkler service team.

Requirements

• High school diploma or equivalent required
• 2+ years of administrative experience, preferably in construction, service, or fire protection industries.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook); ability to learn company-specific software (e.g., ServiceTrade, QuickBooks, Sage Intacct, or similar).
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Ability to multitask and prioritize in a fast-paced environment.
• Professional demeanor and strong customer service orientation.

Nice To Haves

• associate degree preferred
• Familiarity with fire sprinkler systems, inspection requirements, or NFPA standards is a plus.

Responsibilities

• Schedule and dispatch service technicians for inspections, maintenance, and emergency calls.
• Create and maintain work orders, inspection reports, service tickets, and customer files.
• Respond to customer calls, emails, and inquiries in a professional and timely manner.
• Monitor service deadlines and contract requirements to ensure timely completion of inspections and testing.
• Track and record technician hours, parts usage, and job notes in company systems.
• Assist with invoicing, billing support, and follow-up on outstanding service tickets.
• Maintain organized digital and physical records related to service jobs and compliance.
• Order and track parts and materials for service jobs as directed.
• Communicate with AHJs (Authorities Having Jurisdiction), property managers, and building owners regarding inspection scheduling, deficiency follow-ups, and documentation.
• Provide administrative support for licensing, permitting, and compliance records.
• Collaborate with other departments and office staff as needed.

Benefits

• 100% employer-paid health care (no deductible, no copays)
• Dental, vision, and life insurance
• Simple IRA plan with employer match
• Paid vacation and holidays
• Additional employee perks

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED