Life safety Program Support Specialist 1

About the Role

The Life Safety Program Support Specialist provides essential operational and administrative support for project managers, engineers, leadership, and onsite teams within a dynamic government environment. This role is critical to the Helpdesk Call Center, service coordination, documentation management, logistics, onboarding assistance, and day‑to‑day program operations across a multi‑building campus.

Key Responsibilities

Coordination & Customer Service

• Serve as an onsite coordinator, responding to phone calls, emails, and customer inquiries quickly and professionally.
• Create, update, and track work requests in the Computerized Maintenance Management System (CMMS).
• Document interactions through trouble tickets, service orders, and operational notes.
• Coordinate service delivery by scheduling maintenance activities and dispatching resources.
• Provide timely follow‑up with customers regarding status updates and issue resolution.
• Provide flexible, short-notice coverage for Dispatcher/Scheduler duties when required.

Program & Administrative Support

• Support Program Management with meeting notes, report formatting, and document management.
• Maintain the Training Tracker, including employee security credentials, certifications, permits, and travel documentation.
• Train new employees on company and site policies, administrative procedures, timekeeping, and system navigation.
• Manage office operations, including supply ordering, inventory control, and uniform issuance/stocking.
• Assist Procurement and Access teams with receiving materials, updating InfraLink, badge returns, and required forms.

Material, Logistics & Site Support

• Create and update material lists, prepare shipping documentation, and track materials throughout their lifecycle.
• Consolidate purchases, shipments, and deliveries to ensure clear visibility and efficient processing.
• Pick up and deliver items within the Washington Metropolitan Area (WMA) region, coordinate with vendors, M.C. Dean HQ staff, and IT support.

Requirements & Tech Stack

• Proficiency with Microsoft Word, PowerPoint, Outlook, and working knowledge of Excel.
• Ability to learn and adapt to new software, platforms, and workflow tools.
• Comfortable using Microsoft Teams, Google Drive, and multi‑platform digital environments.
• Strong written and verbal communication skills.
• Ability to multitask, organize priorities, and work independently.
• Strong customer‑service orientation with the ability to remain calm under pressure.
• Professional, personable, and optimistic attitude.
• Strong initiative and composure with difficult or high‑pressure situations.
• Skilled in conflict de‑escalation.
• Team‑oriented, adaptable, and service‑focused.
• Exposure to computer screens for an extended period of time.
• Sitting for extended periods of time.
• Reach by extending hands or arms in any direction.
• Finger dexterity in order to manipulate objects with fingers rather than whole hands or arms, for example, using a keyboard.
• Listen to and understand information and ideas presented through spoken words and sentences.
• Communicate information and ideas in speaking so others will understand.
• Read and understand information and ideas presented in writing.
• Apply general rules to specific problems to produce answers that make sense.
• Identify and understand the speech of another person.

Qualifications

• High School Diploma with 6+ years of experience OR
• 4+ years of experience with an associate's degree OR
• 0+ years of experience with a bachelor's degree.
• Experience with federal or DoD contracting environments is a plus.
• NICET I in Fire Alarm Systems is preferred.