Service Administrator

DU Family of Companies is a network of fire protection, life safety, and security service companies, protecting people and property across 35+ branches in 11 states. For more than 70 years, Eastern Fire has provided premier fire sprinkler, alarm, and life safety solutions throughout Maine and New Hampshire. With a team of more than 100 professionals, Eastern Fire combines technical expertise with a strong culture of safety, ethics, teamwork, and customer-focused service.

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 full-time Service Administrator to our Auburn, Maine team. This position provides essential administrative support to the Service Manager and service team by coordinating service requests, maintaining accurate records, preparing documentation, and assisting with customer and technician communications. Success in this role requires strong organization, attention to detail, professional communication, sound judgment, and the ability to manage multiple priorities in a fast-paced service 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 accurate records of inspections and identified deficiencies.
• Provide administrative support to Service department employees.
• Maintain the confidentiality of customer, employee, financial, and company information.
• Perform other administrative duties and special projects as assigned.

Qualifications:

• Have a high school diploma or equivalent.
• Have two or more years of administrative, customer service, dispatch, scheduling, or office support experience.
• Demonstrate strong proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Possess excellent verbal and written communication skills.
• Demonstrate strong organizational skills, attention to detail, and the ability to manage multiple priorities.
• Work independently while collaborating effectively with technicians, customers, managers, and other office staff.
• Handle confidential information appropriately.
• Demonstrate a strong customer focus, reliability, follow-through, problem-solving ability, and adaptability in a fast-paced environment.

Preferred Qualifications:

• Have experience supporting a service, construction, field operations, fire protection, mechanical, or similar department.
• Have experience using service management, dispatching, accounting, or enterprise resource planning software.
• Be familiar with invoicing, purchase orders, service agreements, or contract administration.

Physical Demands & Work Environment:

• Perform primarily office-based work in a professional office environment.
• Remain seated and work at a computer for extended periods.
• Communicate effectively by telephone, email, and in person.
• Occasionally lift or move office materials weighing up to 20 pounds.

The wage for this role is $25 to $30 per hour , based on experience…