Admin

1st Fire Protection Services; San Antonio (TX); On-site; USD 42,000 - 65,000; Full time

Benefits offered by this job

Health insurance

Dental & Vision

Retirement plan

Paid time off

Other perks

Job summary

1st FP Companies, LLC is seeking a Fire Sprinkler Service Administrative Assistant to join our San Antonio operation. You will coordinate schedules, create work orders, manage customer files, and support technicians and office staff.

Ideal candidates have 2+ years of administrative experience, strong communication skills, proficiency with Microsoft Office, and the ability to learn industry software such as ServiceTrade, QuickBooks, or Sage Intacct.

Qualifications

• High school diploma or equivalent required.
• Associate degree preferred.
• 2+ years of administrative experience in construction, service, or fire protection industries is ideal.
• Proficiency with Microsoft Office Suite; ability to learn company software (ServiceTrade, QuickBooks, Sage Intacct).
• Strong organizational and communication skills; detail-oriented and customer-focused.

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 professionally and promptly.
• Monitor deadlines and contract requirements to ensure timely inspections and testing.

Skills

Administrative experience

Customer service orientation

Organizational skills

Multitasking

Communication skills

Education

High school diploma or equivalent

Associate degree preferred

Tools

Microsoft Office

ServiceTrade

QuickBooks

Sage Intacct

Job description

Company Profile

1st FP Companies, LLC is a privately owned fire sprinkler company specializing in the design, fabrication, installation, maintenance, and inspection of fire protection systems for commercial and industrial buildings. With offices located in San Antonio, Austin, Laredo, McAllen, Waco, Houston, Corpus Christi, College Station, and Lubbock, we are proud to serve communities across Texas with integrity and excellence.

Position: Fire Sprinkler Service Administrative Assistant

Key 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.

Qualifications:

• High school diploma or equivalent required; associate degree preferred.
• 2+ years of administrative experience, preferably in construction, service, or fire protection industries.
• Familiarity with fire sprinkler systems, inspection requirements, or NFPA standards is a plus.
• 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.

Working Conditions:

• Office environment with frequent phone and computer use.
• Some lifting of office supplies or files (up to 20 lbs.).
• Standard hours: Monday–Friday, with occasional extended hours during peak service times.

Compensation & Benefits:

1st FP Companies, LLC offers a competitive pay and comprehensive benefits package, including:

• 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

Job Type: Full-time