Inspection Coordinator

Inspection Coordinator

The Inspections Coordinator is responsible for organizing, scheduling, and tracking all fire protection inspections, including fire alarms, sprinklers, extinguishers, hydrants, backflow preventers, kitchen suppression systems, and related systems. This role ensures inspections are performed on time, reports are accurate and compliant with codes, and customers receive exceptional service. The Inspections Coordinator serves as the communication hub between customers, technicians, and internal administrators.

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