Operations Support Assistant

Pavion Connects and Protects by providing innovative fire, security, and communication integration solutions to customers across 70+ U.S. locations and 22 countries. We bring industry-leading expertise to clients in enterprise, healthcare, education, government, data center, and retail industries.

As a global leader, Pavion specializes in the design, installation, service, and maintenance of cutting-edge fire alarm systems, critical communications, video surveillance, access control, and advanced AV technologies. Our mission is to bring clarity and transformation to safety, security, and communication through integral technology and radical service.

With a commitment to safety, reliability, and operational excellence, Pavion ensures scalable, future-ready solutions tailored to meet and exceed our clients' needs. Learn more at www.pavion.com

Pavion and our family of companies are seeking a talented and motivated Operations Support Assistant to support our fire business unit.

Primary Responsibilities:

• Provide administrative support for day-to-day operations, including data entry, job setup, and documentation management.
• Assist in coordinating schedules for technicians, inspections, and subcontractors. Prepare and maintain job folders, purchase orders, and equipment tracking logs.
• Monitor project progress and communicate updates to project managers and field personnel.
• Review job costing, material lists, and timecards for accuracy prior to billing. Maintain accurate records in company systems (e.g., Sedona, UKG, or other enterprise software).
• Support the Operations Manager with weekly reporting and backlog tracking.
• Process subcontractor invoices and confirm documentation compliance (COIs, W9s, etc.). Handle customer communication related to scheduling, paperwork, or project coordination.
• Assist with onboarding of new projects, ensuring that all internal systems are updated and aligned with sales handoff documentation. Perform other administrative duties as needed to support the operations team.

Qualifications:

• High school diploma or equivalent required; associate's degree preferred.
• 2+ years of experience in an administrative, operations, or project coordination role (preferably in construction, electrical, or life safety industry).
• Strong organizational and multitasking skills with excellent attention to detail. Proficiency in Microsoft Office Suite (Excel, Outlook, Word) and experience with ERP or CRM systems (Sedona preferred).
• Excellent written and verbal communication skills.
• Ability to work independently and collaboratively in a team setting.
• Strong sense of ownership and accountability for assigned tasks.
• Familiarity with purchase orders, invoicing, and scheduling processes is a plus

Salary: $25-30 per hour depending on experience.

Disclaimer: This job description should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as may be required. The employer has the right to revise this job description at any time. The job description is not be construed as a contract for employment.

Pavion is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected veteran status, age, or any other characteristic protected by law.