Administrative Coordinator

Job Title: Administrative Coordinator
Location: Toledo, OH
Department: Administration / Operations
Employment Type: Full-time, on-site
FLSA Status: Non-exempt (hourly)

Keep the Toledo branch running. You will be the person who makes sure every technician starts the day with the right tickets, drawings and site information, and that nothing falls through the cracks.

Why Silco

• Eight-time Top Workplaces winner and an Inc. 5000 fastest-growing private company.
• Family-owned since 1931, with approachable leadership and real advancement across branches and departments.
• Veteran-friendly: about 30% of our team has served in the military.

About Silco

Silco Fire & Security protects lives and property for more than 45,000 businesses across Ohio, Kentucky and surrounding states. We design, install, inspect, service and monitor fire protection and security systems, from fire alarms, sprinklers and kitchen suppression to video surveillance and access control. Founded in 1931 and still family-owned and operated, Silco has more than 500 team members across seven branches: Cincinnati (headquarters), Akron, Cleveland, Columbus, Dayton, Toledo and Louisville.

The Role

The Administrative Coordinator keeps our Toledo branch office organized and supports the technicians who work out of it. You will process service and inspection tickets, plan upcoming inspection routes, follow up on open items and handle day-to-day office operations. This is an office role, not a customer-facing one; there is no phone scheduling with customers. You will work closely with the Toledo team and with our Cincinnati service, inspection and billing departments.

What You'll Do (Essential Functions)

• Process technician service and inspection tickets accurately and on time.
• Map out upcoming inspections and pre-plot them, grouping work by area.
• Make sure technicians have the paperwork, drawings and site information they need each day.
• Follow up on open tickets, deficiencies and quotes so nothing gets missed.
• Handle day-to-day office tasks, including data entry, filing, supply ordering, mail and new account setup.
• Coordinate with vendors on branch needs such as supplies, building services and repairs.
• Work with the Cincinnati service, inspection and billing teams to resolve questions.
• Perform other administrative tasks as assigned.

What You Bring

Required

• High school diploma or equivalent.
• Office or administrative experience.
• Strong attention to detail, especially with data entry.
• Organized and able to work independently in a small branch.
• Proficiency with Microsoft Office and willingness to learn Silco's service software.
• Reliable, takes ownership and follows through.

Preferred

• Experience in a service or trades business.
• Salesforce and/or Sedona experience.

Physical Requirements

• Prolonged periods of sitting at a desk and working at a computer.
• Frequent use of hands and fingers to type, use a mouse, handle paperwork and operate standard office equipment.
• Ability to read a computer screen and printed documents for extended periods.
• Ability to communicate clearly by phone, email, video call and in person.
• Occasional standing, walking, bending and reaching to file documents and move around the office.
• Able to occasionally lift and carry up to 20 pounds, such as files, supplies or boxes of paper.
• Ability to remain alert and focused while performing detailed or repetitive tasks.
• Work is performed primarily in an office environment with moderate noise levels.

Benefits

• Medical, dental and vision insurance; accident and illness insurance; Flexible Spending Account (FSA).
• Company-paid short-term disability and life insurance.
• 401(k) with company match.
• Paid holidays and generous paid time off.
• Tuition reimbursement and company-paid training and certifications.
• Up to 8 paid volunteer hours per year, plus dollar-for-dollar matching of your charitable gifts.
• Company events and recognition programs that celebrate success.

Equal Opportunity

Silco Fire & Security is an Equal Opportunity Employer. We consider all qualified applicants for employment without regard to race, color, religion, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, ancestry, age, disability, genetic information, military status, protected veteran status, or any other characteristic protected by federal, state or local law.

Reasonable accommodation: Silco provides reasonable accommodations to qualified individuals with disabilities and to applicants and employees with known limitations related to pregnancy, childbirth or related conditions. If you need an accommodation to apply or interview, contact Human Resources at (513) 733-5655 or aschmitz@silcofs.com.

Offers of employment are contingent on successful completion of a pre-employment background check and drug screen, conducted in accordance with applicable law, including the Fair Credit Reporting Act. Criminal history is evaluated individually in light of the position's duties.

This description outlines the essential functions, qualifications and physical demands of the position. It is not an exhaustive list of duties; other duties may be assigned. It does not create a contract of employment. Employment with Silco is at will.