Inspection Coordinator

About the role

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.

Qualifications & Requirements

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.

Additional Information: 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