Administrative Operations Coordinator

Job Description

Illinois Alarm Service is seeking a dedicated Administrative & Operations Coordinator to support the daily success of our organization. This is a key in‑office role for a professional who is highly organized, detail‑oriented, dependable, and motivated to contribute beyond the basics.

We are a fast‑paced, service‑driven life‑safety and security company. The right candidate will view this role not as a short‑term position, but as an opportunity to become an integral part of a team committed to excellence, accountability, and long‑term growth. This role plays a direct part in supporting life‑safety and security systems that protect people, property, and communities every day.

Illinois Alarm Service is one of the few remaining family‑owned and operated companies in the life‑safety and security industry. For decades, we have built our reputation on trust, accountability, and long‑term relationships with our subscribers and partners.

Illinois Alarm Service’s family‑owned structure allows us to move quickly, make thoughtful decisions, and maintain high service standards without corporate red tape. Team members are valued, supported, and expected to take pride in their work. Many of our employees build long‑term careers here—not just jobs.
We value long‑term team members and provide opportunities for increased responsibility as the company continues to grow.

• General clerical and administrative duties to support daily operations
• Professional communication with subscribers via phone, email, and written correspondence
• Scheduling and coordination of service calls, inspections, and installations
• Managing inbound calls and directing inquiries appropriately
• Processing and organizing work orders, subscriber agreements, service tickets, and inspection tickets
• Reviewing documentation for accuracy, completeness, and proper authorization
• Preparing and tracking required submittals, reports, and supporting documentation
• Assisting with payment reminders and basic account follow‑ups
• Ordering office supplies and coordinating materials for service and installation teams
• Supporting senior leadership with administrative and organizational tasks
• Maintaining accurate records and documentation with a high level of attention to detail

• Exceptional attention to detail and follow‑through
• Strong verbal and written communication skills
• Highly organized, proactive, and able to manage multiple priorities
• Comfortable working in a fast‑paced, service‑oriented environment
• Ability to anticipate needs and take initiative without constant direction
• Willingness to go above and beyond when the business requires it

• Work orders, service tickets, and inspection documentation are processed accurately and on time
• Schedules are organized, confirmed, and proactively managed
• Documentation and required submittals are complete, consistent, and audit‑ready
• Subscribers and internal teams experience clear, professional communication
• Leadership can rely on you to follow through without reminders

• Prefer a slower‑paced or less structured work environment
• Are seeking a role with minimal responsibility or limited accountability
• Prefer narrowly defined job duties without flexibility as business needs evolve
• Are uncomfortable managing multiple priorities and deadlines
• Prefer remote or hybrid work arrangements
• Are not interested in regular interaction with subscribers, vendors, and internal teams

This role is best suited for someone who enjoys being organized, dependable, and proactive, and who takes pride in contributing to the overall success of a growing, family‑owned organization.

• Prior experience in an administrative role within a service, construction, or trades‑based environment
• Experience processing work orders, service tickets, inspection documentation, or agreements
• Familiarity with documentation workflows, compliance tracking, or administrative quality control
• Experience handling customer or subscriber communications

• Must currently hold, or be able to obtain, a valid Illinois Permanent…