Service Department Administrative Assistant

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

Service Department Administrative Assistant

Eastern Fire

Service Department Administrative Assistant

Auburn, ME 04210

Salary: 25.00 - 30.00 USD / HOUR

Eastern Fire is part of Davis-Ulmer (DU) Family of Companies, a network of fire protection, life safety, and security service companies, protecting people and property across 30+ locations and 11 states. For more than 70 years, our team of over 100 professionals in Maine and New Hampshire has combined technical expertise, ownership of their work, and a strong culture of safety and ethics to deliver premiere fire sprinkler, alarm, and life safety solutions. Living our motto, "we protect what you value most," Eastern Fire offers a challenging and rewarding work environment for those passionate about keeping communities safe.

Due to continued growth, we are looking to add a Service Department Administrative Assistant to our Auburn, ME team. This role provides administrative, customer service, and operational support to the Alarm and Detection Department, helping ensure that service requests, work orders, scheduling documentation, billing information, and customer communications are handled accurately and in a timely manner. Success in this role requires someone who is organized, detail-oriented, professional, and able to manage multiple priorities in a fast-paced environment.

Key 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.

Qualifications:

• High school diploma or equivalent.
• Two or more years of administrative, customer service, dispatch, scheduling, or office support experience.
• Strong proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Excellent verbal and written communication skills.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities.
• Ability to work independently while collaborating effectively with technicians, customers, managers, and other office staff.
• Professional customer service approach and telephone etiquette.
• Ability to handle confidential information appropriately.
• Customer focus, reliability, follow-through, strong problem-solving skills, and adaptability in a fast-paced environment.

Preferred Qualifications:

• Experience supporting a service, construction, field operations, fire protection, mechanical, or similar department.
• Experience using service management, dispatching, accounting, or ERP software.
• Familiarity with invoicing, purchase orders, service agreements, or contract administration.

Physical Demands & Work Environment:

• Primarily office-based work performed in a professional office environment.
• Ability to remain seated and work at a computer for extended periods.
• Ability to communicate effectively by phone, email, and in person.
• May occasionally need to lift or move office materials weighing up to 20 pounds.

The wage for this role is $25.00 to $30.00 per hour, based on experience and qualifications.

As part of the DU Family of Companies, we believe that empowering and investing in our employees as leaders develops an organization that delivers innovative solutions and services that create a superior customer experience. The unique blend of our leader's abilities and the ownership of their work, combined with our culture and values, creates something that is simply described as the Davis-Ulmer difference.

Why Choose DU Family of Companies?

• Competitive Compensation– We offer a competitive wage with opportunities for growth.
• Comprehensive Benefits Package– Medical, dental, and vision coverage, plus retirement savings options.
• Strength of the Family– A collaborative, values-driven culture where your contributions matter.
• Backed by APi Group– The resources and stability of a global leader in life safety and specialty services.
• Long-Term Career Relationships– We invest in our people for the long haul, with room to advance.
• Values Match– We seek team members who share our commitment to safety, integrity, and service.

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by law.

DAVIS-ULMER'S ENDURING PURPOSE: "To protect what people value most."

All offers of employment are expressly contingent upon the satisfactory completion, in accordance with Company policy, of a pre-employment drug screening and background check.

Equal Opportunity Employer, including disabled and veterans.