Workorder Processing Administrator

At Total Fire Protection, our MISSION is simple, “Embracing Relationships, while keeping you safe, and delivering First Class Service.”  You won’t just be a team member at Total Fire Protection, but a valuable contributor.  Our diverse team members support one another as we work towards our common goal of bringing Fire and Life Safety to our customers nationwide.  

 Our Company culture has been built on the foundation of our CORE VALUES that define “Who We Are” .

We hold each other accountable to these 

CORE VALUES:

Committed to Growth

We pursue excellence and believe in continuous learning and personal and corporate development. We prepare diligently, pay attention to the details, and strive for perfection in everything we do.

Proactive and Solutions-Oriented

We are problem solvers, inquisitive and discerning, and we use our knowledge to provide expert solutions. We anticipate needs, think ahead, and act with purpose.

Caring

We are conscientious, giving, and community focused. We care deeply for our employees, clients, and the communities we serve, always prioritizing well-being and support.

The Work Order Processing Administrator is responsible for overseeing the quote-to-job transition or job creation process, ensuring that all relevant information is accurately captured and managed. This role requires exceptional organizational skills and the ability to handle a high-volume queue efficiently.

Responsibilities:

Queue Management: 

• Handle a high-volume queue of quotes, ensuring timely and accurate processing or manage a continuous influx of quotes while maintaining job processing efficiency.
• Prioritization: 
• Prioritize workload effectively to meet a 24-hour turnaround time.
• Quote and Deficiency Review: 
• Review quotes and deficiencies, analyze customer histories, and ensure details align with the scope of work, service appointment schedules, and pricing for proper job management and adherence to customer service protocols.

Job Creation: 

• Create jobs from recorded onsite deficiencies and review onsite service reports and deficiency records to determine necessary job creation.
• Internal Communication: 
• Collaborate with internal teams (Sales, Operations, Procurement, and Finance) to ensure all necessary information is updated and accurate.

Documentation: 

• Provide clear documentation for all updates, changes, or issues related to quotes and job creation.
• Bottleneck Management: 
• Proactively address bottlenecks and coordinate with internal teams to prevent delays.

Workflow Optimization: 

• Continuously refine workflow strategies to optimize job creation speed without compromising accuracy.

Qualifications:

• Minimum Two (2 ) years of professional experience in administration. 
• Meticulous attention to detail with excellent oral and written communication skills.
• Robust research and analytical skills.
• Capacity to work in a fast-paced, virtual, and dynamic environment to meet or exceed tight deadlines.
• Capability to function independently in a team environment with little supervision. 
• Management of people skills.
• Proficiency in Microsoft Office including Outlook, Word, and Excel.
• Career-oriented with outstanding organizational, editing, and interpersonal skills.
• Ability to multitask.
• Excellent communication and collaboration abilities.
• Experience in a fire protection capacity is a plus.

Physical Requirements:

• The job may require moderate office based physical labor including bending and lifting

Think you have what it takes to be a Total Fire Protection team member?  Apply to be a part of this dynamic organization!

Total Fire Protection is an Equal Opportunity Employer and does not discriminate against any applicant based on race, color, religion, national origin, gender, marital status, age, disability, sexual orientation, military/veteran status, or any other status protected by Federal or State law or local ordinance.