ADMINISTRATIVE ASSISTANT-FIRE & SECURITY

Are you someone who enjoys keeping things organized, helping a team stay on track, and making sure the details don’t get missed? We’re looking for a Fire & Security Administrative Assistant to join our team in the office and help keep our day-to-day service operations running smoothly.

From scheduling inspections and preparing customer quotes to supporting our technicians and keeping service information organized, you’ll play an important role in helping our team take great care of our customers.

Essential Duties & Responsibilities

Other duties may be assigned.

• Schedule fire alarm and sprinkler inspections.
• Create service orders to help maintain consistency and accuracy in the service process.
• Prepare service quotes and send them to customers.
• Order parts for service work and inventory.
• Review and process technician timesheets.
• Proactively identify opportunities to improve processes, recommend changes, and help implement updates that support the team and daily operations.
• Answer incoming phone calls and direct calls as appropriate.
• Maintain accurate service-related records and documentation.
• Provide general administrative support to the Fire & Security team as needed.

What We Offer

• Competitive pay with Associate Bonus potential
• Comprehensive benefits package (medical, dental, and vision)
• Generous PTO from Day 1, plus paid holidays
• Top-tier 401(k) match to help you plan for the future
• Parental leave for your growing family
• And much more!

Education & Experience

• High school diploma or equivalent required.
• 3–5 years of experience in administrative support, office coordination, scheduling, or a similar role.
• Experience supporting a service, construction, or field-based team preferred.
• Previous experience in the fire protection, security, or related service industry is a plus.
• Experience with scheduling, preparing customer documents or quotes, processing timesheets, or creating service/work orders preferred.
• Experience identifying opportunities for process improvement, recommending solutions, and helping implement changes to improve efficiency and daily operations.
• Comfortable working with Microsoft Office and learning new software systems.
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities in a fast-paced environment.
• Strong communication and customer service skills when working with customers, technicians, and internal team members.
• A proactive, team-oriented approach with a willingness to pitch in, solve problems, and identify ways to improve daily operations.

Gardiner is committed to creating an accessible and inclusive application process. If you need assistance applying, please reach out to our HR department.

We’re a Drug-Free Workplace and are proud to be an Equal Opportunity Employer – M/F/Disabled/Veteran.