Service Department Administrative Assistant

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.

• 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.

• 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.

• 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.

• 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…