ADMINISTRATIVE ASSISTANT-FIRE & SECURITY

Gardiner; Solon (OH); On-site; USD 40,000 - 52,000; Full time

Benefits offered by this job

Medical, dental, and vision benefits

PTO from Day 1

401(k) with company match

Parental leave

Job summary

Gardiner is seeking a Fire & Security Administrative Assistant to join our Solon, OH office. The role focuses on organizing day-to-day service operations, scheduling inspections, preparing customer quotes, and supporting technicians to ensure accurate and timely service delivery.

You will handle service orders, process timesheets, manage parts inventory, and look for process improvements to boost efficiency. A proactive, team-oriented approach is essential in this fast-paced environment.

Qualifications

• High school diploma or equivalent required.
• 3–5 years of administrative support or office coordination experience.
• Experience supporting a service, construction, or field-based team preferred.
• Experience in fire protection, security, or related service industry is a plus.
• Proficient with scheduling, creating documents/quotes, processing timesheets, and service/work orders.

Responsibilities

• Schedule fire alarm and sprinkler inspections.
• Create service orders to maintain consistency in the service process.
• Prepare and send service quotes to customers.
• Order parts and manage inventory for service work.
• Review technician timesheets.
• Identify process improvement opportunities and help implement changes.
• Answer incoming calls and direct them as appropriate.
• Maintain accurate service records and documentation.

Skills

Organizational skills

Attention to detail

Strong communication

Team player

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

• Location 31200 Bainbridge Rd,Solon, OH, 44139,United States
• Employee Type FT Non-Exempt

Description

Are you someone who enjoys keeping things organized, helping a team stay on track, and making sure the details don't get missed? We're looking for a Fire & Security Administrative Assistant to join our team in the office and help keep our day-to-day service operations running smoothly.

From scheduling inspections and preparing customer quotes to supporting our technicians and keeping service information organized, you'll play an important role in helping our team take great care of our customers.

Other duties may be assigned.

Schedule fire alarm and sprinkler inspections.

Create service orders to help maintain consistency and accuracy in the service process.

Prepare service quotes and send them to customers.

Order parts for service work and inventory.

Review and process technician timesheets.

Proactively identify opportunities to improve processes, recommend changes, and help implement updates that support the team and daily operations.

Answer incoming phone calls and direct calls as appropriate.

Maintain accurate service-related records and documentation.

Provide general administrative support to the Fire & Security team as needed.

What We Offer

Competitive pay with Associate Bonus potential

Comprehensive benefits package (medical, dental, and vision)

Generous PTO from Day 1, plus paid holidays

Top-tier 401(k) match to help you plan for the future

Parental leave for your growing family

And much more!

Education & Experience

High school diploma or equivalent required.

3-5 years of experience in administrative support, office coordination, scheduling, or a similar role.

Experience supporting a service, construction, or field-based team preferred.

Previous experience in the fire protection, security, or related service industry is a plus.

Experience with scheduling, preparing customer documents or quotes, processing timesheets, or creating service/work orders preferred.

Experience identifying opportunities for process improvement, recommending solutions, and helping implement changes to improve efficiency and daily operations.

Comfortable working with Microsoft Office and learning new software systems.

Strong organizational skills and attention to detail, with the ability to manage multiple priorities in a fast-paced environment.

Strong communication and customer service skills when working with customers, technicians, and internal team members.

A proactive, team-oriented approach with a willingness to pitch in, solve problems, and identify ways to improve daily operations.

Gardiner is committed to creating an accessible and inclusive application process. If you need assistance applying, please reach out to our HR department.

We're a Drug-Free Workplace and are proud to be an Equal Opportunity Employer - M/F/Disabled/Veteran.