Alarm and Detection Coordinator Assistant

Reliance Fire Protection, founded in 1987, serves Maryland, Washington D.C., Northern Virginia, and the broader Mid‑Atlantic region as a full service‑ fire protection contractor specializing in the design, installation, inspection, testing, maintenance, and 24/7 emergency service of fire sprinkler, fire alarm, and special hazard suppression systems. Known for tackling complex projects and providing code-compliant, ‑high-quality solutions, our ‑NICE certified‑ team delivers reliable life safety services for commercial, industrial, government, and historic facilities.

We pair local expertise and long‑standing customer relationships to ensure dependable protection, and innovative solutions with a commitment to integrity and service in every project.

As a proud member of the DU Family of Companies
, powered by APi Group, we benefit from the strength of a leading life safety network while maintaining the responsiveness and relationships of a local partner. Our culture is built on the belief that Everyone is a Leader: we invest in our people, empower them to take ownership, and encourage each business unit to operate as a high-performing, entrepreneurial office. Grounded in quality, teamwork, technical excellence, and customer-focused solutions, we are committed to delivering expert support and consistently exceeding expectations.

The Coordinator Assistan
t provides vital support to the Fire Alarm Department by performing a variety of administrative, clerical, and customer service tasks. The role ensures smooth operation of daily activities, assists with scheduling, documentation, data entry, and communicates with internal teams and external clients to help the department fulfill its responsibilities efficiently and professionally.

Key Responsibilities

• Answer and direct phone calls, emails, and other communications for the Fire Alarm Department.
• Schedule and coordinate service appointments, inspections, and maintenance visits for technicians.
• Maintain and update department files, records, and databases including inspection reports, certifications, service records, and customer information.
• Prepare and process work orders, invoices, proposals, and other required documentation.
• Assist with tracking and managing inventory of fire alarm equipment and supplies.
• Support compliance efforts by ensuring documentation meets regulatory and company standards.
• Facilitate communication between technicians, clients, and other company departments.
• Respond promptly to client inquiries, provide information regarding services, and elevate technical questions as appropriate.
• Assist with project tracking, deadlines, and reporting for departmental activities.
• Prepare meeting agendas, take meeting minutes, and support various departmental initiatives.
• Perform general office duties such as scanning, copying, data entry, and mail distribution.
• Other administrative tasks as assigned by the Fire Alarm Department Manager.

Qualifications

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Minimum of 1-2 years of administrative experience, preferably in a service, fire protection, or construction environment.
• Excellent organization, communication, and interpersonal skills.
• Ability to prioritize and multitask in a fast-paced environment.
• Strong attention to detail and problem-solving skills.
• Experience with scheduling software or customer relationship management (CRM) systems a plus.
• Familiarity with fire alarm systems or fire protection industry terminology is an asset but not required.
• Standard office setting, with occasional visits to job sites if required.
• This position may require occasional overtime to meet deadlines.

Physical Requirements

• Ability to sit and use a…