Syracuse Time & Alarm is seeking a reliable and detail-oriented Administrative Assistant to support the daily operations of our Service Department.
This role requires excellent organizational skills, strong customer service experience, and the ability to manage multiple priorities in a fast-paced environment. The Administrative Assistant will work closely with Service Manager, Admin Team, and Technicians to ensure smooth scheduling, accurate recordkeeping, and timely communication with clients.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative Support:

• Provide direct administrative assistance to the Service Manager and service team.

• Field incoming customer and technician phone calls with professionalism and accuracy.

• Create and manage service work orders in the scheduling software.

• Collect, review, and process technician paperwork for billing and scanning.

• Maintain accurate customer contact records and service history documentation.

Scheduling & Communication:

• Assist in technician scheduling and confirm appointments with customers.

• Maintain and update the service calendar and scheduling platform.

• Follow up with technicians to close out open work orders in Optsy.

• Communicate with customers regarding service status, updates, or rescheduling needs.

• Notify the Service Manager of unresolved or outstanding service work orders.

Reporting & Documentation:

• Execute service reports to assist the Service Manager in optimizing technician utilization.

• Ensure service records and scanned documentation are current and properly archived.

• Provide feedback on customer scheduling issues and assist in resolving conflicts.

EDUCATION AND EXPERIENCE

• Associate’s degree or 2+ years of administrative and customer service experience.

• Previous experience in a service-based or dispatch environment preferred.

SKILLS AND QUALIFICATIONS

• Proficiency in Microsoft Office (Word, Excel, Outlook) and scheduling software.

• Strong organizational skills and attention to detail.

• Excellent written and verbal communication.

• Familiarity with clerical procedures, customer service practices, and file management.

• Comfortable handling phone calls, scheduling, and multitasking under pressure.

• Working knowledge of basic math and office terminology.

• Ability to maintain confidentiality and professionalism.

SOCIAL SKILLS

• Coordination – Adjusting actions in relation to others’ actions.

• Service Orientation – Actively looking for ways to help people.

• Social Perceptiveness – Being aware of others’ reactions and understanding why they react as they do.

• Time Management – Efficiently managing one’s time.

• Work Context – Effective verbal and written communication in a team-oriented environment.

• Flexibility – Ability to adapt to a variety of administrative and support tasks.

BENEFITS

• 401(k)

• 401(k) matching

• Employee assistance program

• Health insurance

• Paid time off and paid sick leave

• Parental leave

• Health savings account

SCHEDULE
Full-time position, Monday to Friday.
Occasional flexibility may be required depending on project or scheduling needs.

WORK LOCATION
In-person role based in Syracuse, NY.

If you are a proactive and service-oriented professional who thrives in a collaborative environment, we encourage you to apply for the Administrative Assistant position at Syracuse Time & Alarm.

Job Type: Full-time
Location: Syracuse, NY (must relocate if not local)