Service Department Admin & Scheduling Coordinator

Eastern-Fire; Auburn (ME); On-site; USD 34,000 - 41,000; Full time

Benefits offered by this job

Competitive pay

Benefits package

APi Group backing

Career growth

Job summary

Eastern Fire in Auburn, ME is hiring a Service Department Administrative Assistant to provide essential administrative support for the Alarm and Detection Department. You will handle service requests, enter data, schedule calls, and maintain accurate records while ensuring professional customer communication.

The role requires strong organizational skills, a high school diploma, and 2+ years of related experience.

Qualifications

• Two or more years of administrative, customer service, dispatch, scheduling, or office support experience.
• Strong proficiency with Microsoft Office (Outlook, Word, Excel).
• Excellent verbal and written communication skills.
• Strong organizational skills with ability to manage multiple priorities.

Responsibilities

• Receive service requests and enter accurate customer, site, and work-order information into the company's service management system.
• Support the Service Manager and service team with daily administrative tasks, including preparing work orders, reports, correspondence, and customer documentation.
• Assist with scheduling service calls, coordinating technician assignments, and communicating appointment details to customers as directed.
• Maintain organized and accurate service files, including work orders, inspection reports, proposals, invoices, certificates, and other required documentation.
• Review completed work orders for completeness and obtain missing information from technicians or customers when necessary.
• Prepare and distribute service-related reports, logs, and status updates for management and team members.
• Maintain records of inspections and deficiencies.
• Maintain confidentiality of customer, employee, financial, and company information.
• Perform other administrative duties and special projects as assigned.

Skills

Administrative experience

Customer service

Microsoft Office

Communication skills

Organizational skills

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

ERP software

Service management system

Invoicing software

Job description

Eastern Fire in Auburn, ME is hiring a Service Department Administrative Assistant to provide essential administrative support for the Alarm and Detection Department. You will handle service requests, enter data, schedule calls, and maintain accurate records while ensuring professional customer communication.

The role requires strong organizational skills, a high school diploma, and 2+ years of related experience.