Fire Alarm Group Support Administrator

Department:
Fire Alarm Division

Reports To:

Fire Alarm Operations Manager

Employment Type:

Full-Time

We are seeking a highly organized and detail-oriented Fire Alarm Group Support Administrator to provide administrative and operational support to our Fire Alarm team. This role also supports Sprinkler Service Technicians, ensuring seamless coordination between field personnel, project managers, customers, vendors, and internal departments. The ideal candidate thrives in a fast-paced environment and can manage multiple priorities while maintaining accuracy and professionalism.

• Provide administrative support to the Fire Alarm Operations team
• Assist Sprinkler Service Technicians with scheduling, documentation, and service coordination
• Schedule inspections, service calls, installations, and follow-up appointments
• Prepare proposals, contracts, reports, inspection documents, and compliance documentation
• Maintain customer records, service histories, inspection reports, and test documentation
• Assist with permitting and AHJ (Authority Having Jurisdiction) documentation
• Process work orders, purchase orders, and invoicing support
• Coordinate technician schedules and job assignments
• Input weekly technician time into VISTA accurately and in a timely manner
• Track project timelines and ensure deadlines are met
• Support inventory tracking and material ordering
• Communicate with customers regarding scheduling, updates, deficiencies, and service documentation
• Maintain electronic and physical filing systems
• Assist with reporting, billing reconciliation, and performance tracking

• 3+ years of administrative experience (construction, electrical, fire alarm, or sprinkler industry preferred) within the local Washington Metropolitan area.
• Strong organizational and multitasking skills
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Experience with VISTA or other ERP/service management software preferred
• Strong written and verbal communication skills
• Ability to handle confidential information with professionalism
• Detail-oriented with strong problem-solving skills

• Familiarity with fire alarm and sprinkler systems, inspections, and compliance requirements
• Knowledge of NFPA codes and permitting processes
• Experience supporting field technicians or service teams