Scheduling & Coordination
- Schedule, assign, and confirm inspection appointments for technicians based on customer needs, code requirements, and company priorities.
- Maintain inspection calendars to ensure timely completion of recurring inspections and compliance deadlines.
- Coordinate with field technicians and internal administrators to ensure availability of equipment, paperwork, and system access.
Customer Service & Communication
- Serve as the primary point of contact for customers regarding inspection scheduling, updates, and follow-ups.
- Respond promptly to customer inquiries and resolve scheduling conflicts or rescheduling requests.
- Communicate inspection results and next steps (repairs, deficiencies, follow-ups) to customers in a professional and timely manner.
Compliance & Documentation
- Track inspection frequencies to ensure all customers remain compliant with local, state, and NFPA requirements.
- Review inspection reports for accuracy and completeness before distribution.
- Ensure deficiencies and recommendations are documented, communicated, and routed to the appropriate department for follow-up.
- Maintain organized inspection records in company systems.
Administrative Support
- Generate inspection proposals and renewal reminders.
- Assist with billing coordination for inspection services.
- Support management with reporting on inspection volumes, completion rates, and outstanding deficiencies.
Required:
- Prior experience in scheduling, coordination, or administrative support (fire protection, construction, or service industry preferred).
- Strong organizational skills with attention to detail and ability to manage multiple priorities.
- Excellent communication skills (written and verbal) for customer and technician interaction.
- Proficiency with scheduling software, Microsoft Office Suite, or equivalent tools.
- Clean Background, must be able to get Sheriff's Card (Work Card)
Preferred:
- Knowledge of fire protection systems (sprinklers, alarms, extinguishers, backflow, suppression).
- Experience working in a fire/life safety or facilities services company.
Core Competencies
- Customer Focus: Dedicated to meeting the needs of customers and building strong relationships.
- Accountability: Ensures inspections are completed on schedule and compliant.
- Teamwork: Works closely with technicians, administrators, and management.
- Problem Solving: Anticipates and resolves scheduling or compliance issues.
Work Environment
- Office-based role with regular phone/email communication and scheduling software use.
Salary DOE, Health Insurance, 401K available
