Service Administrator

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

Service Manager.

Total Fire Protection is expanding rapidly, presenting an exciting and challenging opportunity to bring your fresh ideas, polished expertise, and collaborative attitude to support our growth. The Service Administrator will be highly organized and detail oriented. Your primary responsibility will be to support the day-to-day administrative functions of our Service Department, including providing timely job closeouts, technician reporting, proper documentation, and coordination between technicians, logistics coordinators and subcontractors. This role requires strong organizational and communication skills, ability to multitask in a fast-paced environment, and proactively resolve administrative issues. The Service Administrator will report directly to the Service Manager.

Essential Duties And Responsibilities

• Review service work orders, technician reports, inspection forms and supporting documentation to ensure accuracy, completeness and compliance with company standards to ensure timely job closeouts and processing for billing.
• Monitor open and pending work orders, track job progress, and coordinate with technicians, management, and internal teams to resolve documentation discrepancies and facilitate timely job completion.
• 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 to ensure accurate labor reporting.
• Ensure technician reports are submitted in a timely manner and meet company 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 and initiatives, including FDNY violation documentation, tracking, reporting, and compliance-related activities.
• Collaborate with technicians, logistics coordinators, management and cross-functional departments to ensure efficient workflow, effective communication, and timely completion of operational tasks.
• Assist with departmental reporting, process improvements, and other administrative duties as assigned.

Minimum Requirements

• Minimum of 3 years of experience in an administrative, operations support, service coordination, or related role.
• Strong organizational skills with the 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 are a plus.

Work Environment

• Professional office setting requiring full-time on-site attendance.
• Expect to spend majority of the workday at a workstation focused on reporting, documenting and communicating with team members.

Company Benefits

• Paid Time Off (PTO) and Company Paid Holidays.
• Medical/Dental/Vision Insurance (waiting period may apply).
• 401k with Company match (waiting period may apply).

The final salary offered will be based on the candidate’s relevant experience, skills, qualifications, education, internal equity, and other job-related factors. The posted range represents the employer’s good‑faith estimate of the compensation for this position at the time of posting.

Total Fire Protection is an Equal Opportunity Employer and does not discriminate against any applicant on the basis of race, color, religion, national origin, gender, marital status, age, disability, sexual orientation, military/veteran status, or any other status protected by Federal or State law or local ordinance.