Service Administrative Assistant

Job Description

Job Description

Join the Wiginton Fire Systems Team!

Wiginton Fire Systems is seeking an experienced, detail-oriented Service Administrative Assistant to support the daily operations of our Service Department.

As a 100% employee-owned company , Wiginton has been a trusted leader in the fire protection industry since 1967. We take pride in providing exceptional service to our customers while creating opportunities for our employees to build long-term, rewarding careers.

We are looking for a dependable, organized professional who has strong administrative and bookkeeping experience, excellent communication skills, and the ability to manage multiple responsibilities in a fast-paced environment.

Position Overview

The Service Administrative Assistant plays an essential role in supporting the Service Manager and ensuring the efficient operation of the branch's Service Department.

This position is responsible for coordinating service schedules, processing work orders, maintaining accurate records, assisting with financial transactions, and communicating with customers, technicians, and corporate personnel.

The ideal candidate will have previous administrative and hands-on bookkeeping experience, including familiarity with invoicing, accounts receivable, purchase orders, and maintaining accurate financial records.

Key Responsibilities

Administrative & Service Coordination

• Create, process, and dispatch service work orders accurately and efficiently.
• Coordinate scheduling between customers, service technicians, managers, and other departments.
• Maintain organized and accurate service records, job files, and departmental documentation.
• Prepare and process internal and external correspondence related to service operations.
• Assist the Service Manager with daily administrative tasks and departmental reporting.
• Communicate with the Corporate Office regarding account processing, documentation, and other administrative requirements.

Bookkeeping & Financial Responsibilities

• Perform routine bookkeeping and financial administrative tasks to support service operations.
• Prepare and process customer invoices, purchase orders, and related financial documentation.
• Assist with accounts receivable, payment tracking, and collection efforts.
• Review financial records for accuracy and assist with reconciling discrepancies.
• Maintain accurate records of transactions and supporting documentation.
• Coordinate with the Corporate Accounting Department to ensure timely and accurate financial processing.
• Assist with additional accounting and financial responsibilities as assigned.

Customer Service & Communication

• Serve as a primary point of contact for customers regarding scheduling, billing, and service-related inquiries.
• Respond professionally to customer questions and concerns.
• Communicate effectively with service technicians, management, vendors, and corporate personnel.
• Assist with resolving billing discrepancies and outstanding customer balances.
• Provide dependable administrative support while maintaining a high level of customer satisfaction.

Required Qualifications

• 3–5 years of administrative or office support experience.
• Previous hands-on bookkeeping experience is required , including experience with financial recordkeeping, invoicing, accounts receivable, or similar accounting functions.
• Strong mathematical skills, numerical accuracy, and attention to financial details.
• Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook.
• Excellent organizational and time management skills, with the ability to prioritize multiple tasks.
• Strong written and verbal communication skills.
• Experience working with customers, handling billing inquiries, and maintaining professional relationships.
• Ability to work independently while contributing to a team-oriented environment.
• High school diploma or equivalent.
• Valid driver's license and reliable transportation.
• Ability to successfully complete required pre-employment background screening and a 10-panel drug screening.

Preferred Qualifications

• Associate degree or certification in Business Administration, Accounting, Bookkeeping, or a related field.
• Previous administrative experience in the fire protection, construction, or service industry.
• Experience using Microsoft Dynamics GP or similar accounting software.
• Familiarity with BambooHR or other HRIS systems.
• Experience with construction-related contracting, permitting, or service documentation.
• Additional experience with accounts payable, accounts receivable, financial reconciliation, or accounting support.

Why Work at Wiginton Fire Systems?

At Wiginton, we believe in building careers, not just filling positions. As a 100% employee-owned company, our employees share in the success they help create.

Many of our administrative professionals have been with the company for over a decade, reflecting our commitment to long-term employment, stability, and professional growth.

We offer a supportive, team-oriented working environment where employees are valued for their contributions and encouraged to develop their skills.

Benefits Include:

• 100% Employee-Owned Company (ESOP)
• Competitive Compensation
• 401(k) with Company Matching
• Health Insurance
• Dental and Vision Insurance
• Life Insurance
• Paid Time Off 
• Professional Growth and Advancement Opportunities
• Long-Term Career Stability

Build Your Career With Wiginton!

If you have a strong administrative background, proven bookkeeping experience, and enjoy working in a team-oriented environment, we encourage you to apply.

Join Wiginton Fire Systems and become part of a company where your contributions matter and your future is worth investing in.