Administration Operations

Job Description

Job Description

Illinois Alarm Service is seeking a dedicated Administrative & Operations Coordinator to support the daily success of our organization. This is a key in-office role for a professional who is highly organized, detail-oriented, dependable, and motivated to contribute beyond the basics.

We are a fast-paced, service-driven life-safety and security company. The right candidate will view this role not as a short-term position, but as an opportunity to become an integral part of a team committed to excellence, accountability, and long-term growth. This role plays a direct part in supporting life-safety and security systems that protect people, property, and communities every day.

Key Responsibilities

This role supports multiple operational and administrative functions, including but not limited to:

• General clerical and administrative duties to support daily operations
• Professional communication with subscribers via phone, email, and written correspondence
• Scheduling and coordination of service calls, inspections, and installations
• Managing inbound calls and directing inquiries appropriately
• Processing and organizing work orders, subscriber agreements, service tickets, and inspection tickets
• Reviewing documentation for accuracy, completeness, and proper authorization
• Preparing and tracking required submittals, reports, and supporting documentation
• Assisting with payment reminders and basic account follow-ups
• Ordering office supplies and coordinating materials for service and installation teams
• Supporting senior leadership with administrative and organizational tasks
• Maintaining accurate records and documentation with a high level of attention to detail

What We’re Looking For

• Exceptional attention to detail and follow-through
• Strong verbal and written communication skills
• Highly organized, proactive, and able to manage multiple priorities
• Comfortable working in a fast-paced, service-oriented environment
• Ability to anticipate needs and take initiative without constant direction
• Willingness to go above and beyond when the business requires it

What Success Looks Like in This Role

• Work orders, service tickets, and inspection documentation are processed accurately and on time
• Schedules are organized, confirmed, and proactively managed
• Documentation and required submittals are complete, consistent, and audit-ready
• Subscribers and internal teams experience clear, professional communication
• Leadership can rely on you to follow through without reminders

Who This Role May Not Be the Best Fit For

This position may not be the right match for individuals who:

• Prefer a slower-paced or less structured work environment
• Are seeking a role with minimal responsibility or limited accountability
• Prefer narrowly defined job duties without flexibility as business needs evolve
• Are uncomfortable managing multiple priorities and deadlines
• Are not interested in regular interaction with subscribers, vendors, and internal teams

This role is best suited for someone who enjoys being organized, dependable, and proactive, and who takes pride in contributing to the overall success of a growing, family-owned organization.

Preferred Experience

• Prior experience in an administrative role within a service, construction, or trades-based environment
• Experience processing work orders, service tickets, inspection documentation, or agreements
• Familiarity with documentation workflows, compliance tracking, or administrative quality control
• Experience handling customer or subscriber communications

Employment Eligibility Requirements

• Must currently hold, or be able to obtain, a valid Illinois Permanent Employee Registration Card (PERC)
• Must successfully pass a criminal background check as required by state law and company policy
• Employment is contingent upon meeting all applicable state licensing and regulatory requirements

Work Environment & Expectations

• This is a 100% in-office position (not remote)
• Standard Work Schedule: Monday through Friday, 7:30 a.m. to 4:30 p.m.
• Occasional overtime may be required based on business needs
• Professionalism, reliability, and accountability are essential

Compensation & Benefits

• Competitive compensation based on experience
• Benefits Eligibility:
  • Health, dental, vision, and life insurance benefits become available after successful completion of the 90-day probationary period
• Health Insurance Options (available after 90 days):
  • Four (4) Blue Cross Blue Shield plans to choose from
  • Three (3) PPO plan options and one (1) HMO plan
  • Illinois Alarm contributes $500.00 per month toward your health insurance premium
• Dental & Vision (available after 90 days):
  • Illinois Alarm pays 100% of Delta Dental insurance
  • Illinois Alarm pays 100% of Delta Vision insurance
• Life Insurance (available after 90 days):
  • Employer-paid life insurance policy
• Paid Time Off (PTO) (available after 90 days)
  • Five (5) days of Paid Time Off issued, in accordance with Illinois law
• Vacation:
  • Five (5) paid vacation days available after one (1) year of employment
• Benefits eligibility and terms are subject to plan provisions and may vary based on position, experience, and business needs.

Our Core Values

At Illinois Alarm Service, our culture is guided by nine core values that shape how we work with our subscribers, teammates, and partners:

Integrity, Honesty, Dependability, Trustworthiness, Fortitude, Teamwork, Innovation, and Problem Solving.

We are looking for individuals who strive to uphold these values daily through their actions, accountability, and commitment to doing the right thing—even when no one is watching.

Equal Employment Opportunity

Illinois Alarm Service is an Equal Opportunity Employer. We consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected status under applicable law