Administrative Service Assistant - Guardian Fire Services

Administrative Service Coordinator

Lester, PA | Full-Time | Administrative

About Us
Independence Fire Protection, part of the Guardian Fire Services family, is on a mission to protect lives and property with trusted Fire & Life Safety Solutions. With over 70 years of combined expertise, we serve the Greater Philadelphia and Delaware Valley with professionalism, innovation, and a commitment to excellence. Conveniently located near the PHL airport, we pride ourselves on fostering a collaborative, growth-focused team culture.

We're seeking a driven and detail-oriented Administrative Service Coordinator to join our team. This critical role ensures smooth operations and exceptional client service, positioning us to maintain our reputation for reliability and trust in the fire protection industry.

Job Overview

As an Administrative Service Coordinator, you'll serve as the operational backbone of our team, managing daily scheduling, supporting accounts receivable, and maintaining clear, consistent communication with clients. You'll help us stay organized, efficient, and always one step ahead, ensuring our clients and team members experience seamless, professional support.

This role is ideal for someone with a background in administrative or customer service roles who thrives in a fast-paced, team-oriented environment. If you're organized, proactive, and ready to grow, we're excited to support your career development.

Key Responsibilities

Operational Support (50%)

• Schedule and coordinate daily service calls to ensure timely client support.
• Maintain accurate, organized service records and correspondence.
• Retrieve, review, and organize information from records, emails, and other sources to ensure efficiency.

Client Relations and Communication (30%)

• Serve as a key point of contact for client inquiries, providing timely and professional responses.
• Assist in resolving service-related issues and maintaining strong client relationships.
• Answer and direct incoming calls with a positive, customer-first attitude.

Administrative Excellence (20%)

• Support basic accounts receivable tasks, including invoicing and payment tracking.
• Provide general administrative assistance to ensure smooth team operations.
• Identify opportunities to streamline processes and improve operational efficiency.

Who You Are

We're looking for someone with prior administrative or office experience who thrives in a supportive, fast-paced environment. If you're ready to take ownership of your responsibilities, learn new skills, and contribute to a growing company, this role is for you.

• Experienced: 1-3 years of experience in administrative, scheduling, or customer service roles.
• Tech-Savvy: Familiarity with Salesforce, Excel, and Office365 is a bonus—but training is available.
• Organized: You excel at managing multiple priorities and staying detail-oriented.
• Team-Oriented: You thrive in a collaborative environment and are always willing to assist where needed.
• Eager to Grow: You're adaptable and excited to learn new processes and tools.

Your First 90 Days with Us

We want you to feel confident and supported as you grow into your role. Here's what you can expect:

First 30 Days

• Orientation and training on systems like Salesforce, Office365, and scheduling software.
• Shadow team members to learn workflows and daily tasks.
• Build relationships with colleagues and clients to start understanding our team culture.

Next 30 Days (60 Days Total)

• Take ownership of scheduling and client communication with team guidance.
• Start contributing to accounts receivable tasks and administrative projects.
• Gain confidence and familiarity with our tools and processes.

By 90 Days

• Manage your responsibilities independently and with confidence.
• Identify and suggest improvements to workflows and efficiency.
• Actively participate in team meetings and contribute to broader operational strategies.

Why You'll Love Working Here

At Independence Fire Protection, we believe in investing in our team's growth and success. This isn't just a job—it's a career path in a growing, stable industry. We're committed to providing:

• Competitive Pay: Compensation tailored to your experience.
• Comprehensive Benefits: Including health, dental, and vision insurance.
• Future Savings: A 401(k) plan with employer match.
• Generous Time Off: Paid time off to support work-life balance.
• Professional Development: Training and growth opportunities to help you advance.

We Value All Experiences

We understand that no candidate is perfectly qualified for any job. Experience comes in different forms; many skills are transferable, and passion goes a long way. Even more important than your resume is a clear demonstration of dedication, impact, and the ability to thrive in a fluid and collaborative environment. We want you to learn new things in this role and encourage you to apply if your experience is close to what we're looking for.

We also know that diversity of background and thought makes for better problem-solving and more creative thinking, so we're dedicated to adding new perspectives to the team.

Our Commitment to Diversity

Independence Fire Protection is an equal opportunity employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

We are committed to an inclusive experience for all applicants and will make reasonable accommodations in the interview process, to the known physical or mental limitations of qualified employees with disabilities, unless the accommodation would impose an undue hardship on the operation of our business.

How to Apply

If you're ready to take the next step in your career and join a team that values integrity, collaboration, and growth, we'd love to hear from you. Apply now and take the first step toward becoming part of the Independence Fire Protection family.