Service Administrative Assistant

Wiginton Fire Systems is seeking a motivated and detail-oriented Service Administrative Assistant to join our team.

Wiginton Fire Systems is a 100% employee-owned fire protection company that has been protecting lives and property since 1967. With locations throughout the Southeast, we have built our reputation through quality work, strong customer relationships, and the dedication of our employee-owners. We are looking for someone who takes pride in their work, enjoys helping customers and coworkers, and wants the opportunity to build a long-term career with an established and growing company.

The Service Administrative Assistant provides administrative support to the branch Service Department and plays an important role in keeping daily service operations organized and moving efficiently.

This position reports directly to the Service Manager and is responsible for maintaining service records, coordinating scheduling, processing work orders and purchase orders, assisting with billing and collections, communicating with customers, and supporting other administrative and financial functions within the Service Department.

The ideal candidate is organized, dependable, detail-oriented, comfortable managing multiple priorities, and able to communicate effectively with customers, technicians, managers, and our Corporate Office.

• Create, process, and maintain service-related correspondence, documentation, and job files.
• Create, distribute, and maintain service work orders.
• Coordinate and schedule service calls, inspections, repairs, and other Service Department activities.
• Communicate scheduling information with customers, technicians, managers, and other departments.
• Create and process purchase orders as needed.
• Assist with billing, invoicing, collections, and other accounting-related processes.
• Maintain accurate and organized service records and documentation.
• Communicate directly with customers regarding scheduling, billing, account questions, and collections.
• Coordinate with Wiginton's Corporate Office regarding Premier Account processing and other administrative needs.
• Assist Service Management with reports, documentation, and departmental administrative responsibilities.
• Help ensure service documentation is accurate, complete, and processed in a timely manner.
• Perform additional administrative duties as assigned to support branch and Service Department operations.

• High school diploma or equivalent.
• 3 to 5 years of administrative, office, customer service, or related experience.
• Strong organizational skills and attention to detail.
• Strong numerical skills with experience handling invoices, billing, bookkeeping, or similar financial processes.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Strong written and verbal communication skills.
• Excellent customer service skills with the ability to work professionally with a variety of customers, coworkers, and personalities.
• Ability to manage multiple priorities, responsibilities, and deadlines in a fast-paced environment.
• Valid driver's license and reliable transportation.
• Ability to successfully complete required pre-employment background and drug screening.

• Associate degree, technical certification, or equivalent combination of education and experience.
• Previous administrative experience within the fire protection, construction, service, or skilled trades industry.
• Experience with Microsoft Dynamics GP or similar accounting or ERP software.
• Experience with construction-related billing, contracting, permitting, or service administration.
• Experience coordinating field technicians or service personnel.
• Familiarity with purchase orders, work orders, accounts receivable, and collections.

At Wiginton, we believe a career should provide more than a paycheck. We want our employees to have the opportunity to build a career, develop professionally, and share in the success of the company they help create.

As a 100% employee-owned company, eligible employees have the opportunity to build ownership in Wiginton through our Employee Stock Ownership Plan. Our employees are not simply working for the company. They are helping build a company they have a financial interest in seeing succeed.

We also believe strongly in developing our people and promoting from within whenever possible. Whether someone wants to grow within their current department, move into leadership, or…