Service Administration & Operations Coordinator

Total Fire Protection; Town of Woodbury (NY); On-site; USD 60,000 - 75,000; Full time

Benefits offered by this job

Paid Time Off (PTO)

Medical/Dental/Vision Insurance

401k with Company match

Job summary

Total Fire Protection in the United States is seeking a Service Administrator to support the Service Department’s day-to-day operations. You will ensure timely job closeouts, accurate reporting, and seamless coordination between technicians, logistics, and subcontractors.

The role emphasizes organization, communication, multi-tasking, and proactive issue resolution. On-site, with a growth-oriented team, it offers PTO, health coverage, and a 401(k) plan. FDNY compliance experience is a plus.

Qualifications

• Minimum of 3 years in administrative, operations support, service coordination, or related role.
• Strong organizational skills with ability to manage multiple tasks and deadlines.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy when reviewing documentation.
• Proficiency in Microsoft Office applications (Outlook, Teams, Excel).
• Ability to work independently while collaborating effectively with technicians, coordinators, and management.
• Strong problem-solving skills and a proactive approach to resolving outstanding issues.
• Previous experience in the fire protection industry, familiarity with FDNY regulations and violation resolution processes, and experience with ServiceTrade is a plus.

Responsibilities

• Review service work orders, technician reports, inspection forms and supporting documentation to ensure accuracy, completeness and compliance.
• Monitor open and pending work orders, track job progress, and coordinate with technicians, management, and internal teams to resolve documentation discrepancies.
• Maintain accurate job records, work order statuses, and related documentation within the service management system.
• Review technician clock-in and clock-out times, identify discrepancies, and coordinate necessary corrections for labor reporting.
• Ensure technician reports are submitted in a timely manner and meet documentation standards.
• Coordinate and support service operations activities, including scheduling assistance, job preparation, return visits, testing requirements, subcontractor administration, and follow-up activities.
• Provide administrative support for departmental programs, including FDNY violation documentation, tracking, reporting, and compliance-related activities.
• Collaborate with technicians, logistics coordinators, management and cross-functional departments to ensure efficient workflow and timely completion of tasks.
• Assist with departmental reporting, process improvements, and other administrative duties as assigned.

Skills

Organizational skills

Communication

Multitasking

Attention to detail

Independent work

Problem solving

Tools

Microsoft Office

Outlook

Teams

Excel

ServiceTrade

Job description

Total Fire Protection in the United States is seeking a Service Administrator to support the Service Department’s day-to-day operations. You will ensure timely job closeouts, accurate reporting, and seamless coordination between technicians, logistics, and subcontractors.

The role emphasizes organization, communication, multi-tasking, and proactive issue resolution. On-site, with a growth-oriented team, it offers PTO, health coverage, and a 401(k) plan. FDNY compliance experience is a plus.