Work Order Operations Specialist

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

• Quote Queue Management:
  
  

Efficiently manage a high-volume queue of incoming service quotes, ensuring timely review and processing to meet daily turnaround targets.

• Workload Prioritization:
  
  

Strategically prioritize tasks to meet a 24-hour turnaround, balancing speed with accuracy across multiple job streams.

• Quote & Deficiency Analysis:
  
  

Review service quotes and onsite deficiencies, validate scope of work, and align with customer history, pricing, and appointment schedules.

• Job Creation & Validation:
  
  

Translate service reports and deficiency records into actionable jobs, ensuring all details are complete and compliant with service protocols.

• Cross-Functional Collaboration:
  
  

Collaborate with Sales, Operations, Procurement, and Finance to ensure seamless information flow and job accuracy.

• Process Documentation:
  
  

Maintain clear and consistent documentation for all quote updates, job creation steps, and issue resolutions.

• Bottleneck Resolution:
  
  

Identify and resolve workflow bottlenecks by coordinating with internal teams and implementing proactive solutions.

• Workflow Optimization:
  
  

Continuously improve job creation processes to boost efficiency, reduce delays, and enhance service delivery.

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.