Department Administrator

The Fire TI Department Administrator plays a critical role in supporting the Fire TI Department by delivering a high level of customer service to both internal and external customers. This position serves as a key administrative resource and “go-to” support for the department, ensuring that new projects are processed accurately, efficiently, and in accordance with departmental standards. The Fire TI Department Administrator is responsible for managing daily administrative functions related to awarded projects, customer and subcontractor onboarding, documentation compliance, and CRM management. This role ensures that all required paperwork is received, processed, and submitted on time to keep projects moving smoothly through the department.

The ideal candidate is a highly organized, detail-oriented professional who excels in a fast-paced, customer-focused environment. They are proactive, dependable, and skilled at managing multiple priorities, documentation, and CRM systems to keep projects moving forward. This individual communicates clearly, follows up consistently, and is a reliable team player who takes pride in accuracy, compliance, and supporting others.

Essential Functions:

• Provide regular, consistent, and professional communication with internal and external customers via phone, email, and company systems.
• Manage CRM activities including ticket/task updates, customer and subcontractor setup, and documentation tracking.
• Oversee the project prequalification process by gathering information, uploading documentation, and entering data into applicable systems.
• Ensure awarded projects are processed and submitted to the contracts team in a timely manner and in accordance with department standards.
• Communicate project status updates to customers and obtain required CAD files to support engineering workflows.
• Obtain, review, and maintain all contractual forms and agreements for customers and subcontractors.
• Compile and submit professional, high-quality documentation for TRL customers, including warranty letters, project closeouts, specification manuals, and drawings.
• Coordinate and manage project documentation throughout the full lifecycle of each project.
• Facilitate subcontract work requests, obtain quotes, secure management approvals, and ensure proper authorizations are issued.
• Coordinate department team-building activities, office events, supply ordering, office repairs, and vendor relationships.
• Review monthly Mastercard statements to ensure purchases are authorized, accurately coded, and submitted to Accounting in a timely manner.
• Serve as backup support to other TI Administrative roles as needed.
• Maintain punctuality and regular attendance.

Position Requirements:

• 3+ years in an administrative role in the construction industry (or similar)
• High school diploma (or equivalent)

Physical Demands & Work Environment:

• Ability to make repetitive movements (motions) of the wrists, hands, and/or fingers, daily
• Ability to walk, bend, stoop, hear, and speak, daily
• Move/Transport items weighing 20 pounds, occasionally
• Stand or Sit for long periods (4+ hours), daily

At TRL Systems, we've been keeping people and their property safe for over 42 years. As an integrator of Fire Alarm, Nurse Call, and Security systems, everything we do has the potential to save lives and you get to be a part of that. Your role is important and here’s what you can expect as a member of our TRL Team:

1. Comprehensive Benefits Package: Medical insurance, dental insurance, life insurance, 401k plan, paid holidays, Paid Time Off
2. Employee Merit and Longevity Awards: Merit rewards that you can use to get items such as branded apparel, video game consoles, headphones and more and longevity awards like golfing gear, purses, BBQs, and watches just to name a few
3. Company Sponsored Events: Family-friendly events with food, games and prizes
4. Training and Development: Classes available to develop you personally and professionally to help you be the best version of you possible!
5. Career Advancement: We want to partner with you to build a long and successful career at TRL and will help you realize your potential

TRL Systems, Inc. conducts pre-employment drug screening in accordance with Federal Contractor regulations and background checks in accordance with State and local regulations. In addition to having many clients (hospitals, schools, etc.) who require background checks, as a federal contractor TRL is also required to complete a background check for any employee who may work on a federal contract in any capacity. For any position that drives a Company vehicle, our insurance carrier requires criteria to be met and therefore will be a condition of employment.
 
TRL Systems is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, age, sexual orientation, gender identity, disability or veteran status. TRL’s employment policies and decisions on employment and promotion are based on merit, qualifications, performance, and business needs. The decisions and criteria governing the employment relationship with all employees are made in a nondiscriminatory manner, without regard to race, religion, color, national origin, sex, age, physical or mental disability, sexual orientation, gender identity, veteran status, or any other factor determined to be unlawful by federal, state, or local statutes.

The range displayed on this job posting reflects the minimum and maximum target for new hire salaries for the position across all California locations. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education and/or training.