Service Department Administrative Assistant

Service Department Administrative Assistant

Syracuse Time & Alarm is seeking a reliable and detail-oriented Administrative Assistant to support the daily operations of our Service Department. This role requires excellent organizational skills, strong customer service experience, and the ability to manage multiple priorities in a fast-paced environment. The Administrative Assistant will work closely with Service Manager, Admin Team, and Technicians to ensure smooth scheduling, accurate recordkeeping, and timely communication with clients.

• Provide direct administrative assistance to the Service Manager and service team.
• Field incoming customer and technician phone calls with professionalism and accuracy.
• Create and manage service work orders in the scheduling software.
• Collect, review, and process technician paperwork for billing and scanning.
• Maintain accurate customer contact records and service history documentation.

• Assist in technician scheduling and confirm appointments with customers.
• Maintain and update the service calendar and scheduling platform.
• Follow up with technicians to close out open work orders in Optsy.
• Communicate with customers regarding service status, updates, or rescheduling needs.
• Notify the Service Manager of unresolved or outstanding service work orders.

• Execute service reports to assist the Service Manager in optimizing technician utilization.
• Ensure service records and scanned documentation are current and properly archived.
• Provide feedback on customer scheduling issues and assist in resolving conflicts.

• Associate’s degree or 2+ years of administrative and customer service experience.
• Previous experience in a service-based or dispatch environment preferred.

• Proficiency in Microsoft Office (Word, Excel, Outlook) and scheduling software.
• Strong organizational skills and attention to detail.
• Familiarity with clerical procedures, customer service practices, and file management.
• Comfortable handling phone calls, scheduling, and multitasking under pressure.
• Working knowledge of basic math and office terminology.
• Ability to maintain confidentiality and professionalism.

• Coordination – Adjusting actions in relation to others’ actions.
• Service Orientation – Actively looking for ways to help people.
• Social Perceptiveness – Being aware of others’ reactions and understanding why they react as they do.
• Time Management – Efficiently managing one’s time.
• Work Context – Effective verbal and written communication in a team-oriented environment.
• Flexibility – Ability to adapt to a variety of administrative and support tasks.

• 401(k)
• 401(k) matching
• Employee assistance program
• Health insurance
• Paid time off and paid sick leave
• Parental leave
• Health savings account

• Full-time position, Monday to Friday.
• Occasional flexibility may be required depending on project or scheduling needs.

In-person role based in Syracuse, NY.

If you are a proactive and service-oriented professional who thrives in a collaborative environment, we encourage you to apply for the Administrative Assistant position at Syracuse Time & Alarm.

Job Type:Full-time
Location:Syracuse, NY (must relocate if not local)

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