Inspections Coordinator

Job Description

Alarm, Fire & Security, LLC is a locally owned and operated, full-service Fire Alarm, Fire Sprinkler, and Life Safety company serving the Lowcountry. We are members of AWWA (American Water Works Association), NFPA (National Fire Protection Association), AFSA (American Fire Sprinkler Association), DHEC (South Carolina Department of Health and Environmental Control), and the Hilton Head Island–Bluffton Chamber of Commerce.

We are currently seeking a detail-oriented Inspections Coordinator to join our growing team. This role is responsible for coordinating, scheduling, tracking, and closing inspection-related work orders while supporting inspectors, management, and customers to ensure inspections are completed accurately, timely, and in compliance with applicable standards.

This position will initially focus on administrative and coordination responsibilities, with the opportunity to grow into more advanced inspection tracking, reporting, and process support.

Primary Responsibilities

The Inspections Coordinator plays a key role in managing the inspection workflow by planning and coordinating inspection schedules, documentation, reporting, and follow-up. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while providing excellent customer service.

Duties and Responsibilities

• Coordinate and schedule fire alarm, fire sprinkler, and other life safety inspections to ensure timely completion and compliance.
• Create and manage inspection work orders based on client requests, contracts, recurring inspection schedules, and internal communications.
• Communicate with customers to confirm inspection appointments and provide updates as needed.
• Ensure inspection reports are completed accurately and submitted promptly; follow up with inspectors when documentation is missing or incomplete.
• Review and close inspection work orders in accordance with internal procedures and compliance requirements.
• Distribute inspection reports to customers and maintain accurate electronic records.
• Track inspection history and incorporate prior findings into current scheduling and reporting needs.
• Field phone calls and emails in a professional, courteous, and efficient manner while adhering to company policies.
• Review inspection-related invoices for accuracy, including labor and cost allocations.
• Assist with inspection-related reporting, metrics, and audit preparation.
• Coordinate inspection equipment and documentation needs with the Warehouse Manager and inspection team.
• Collaborate with Service, Sales, and Accounting teams as needed to ensure seamless inspection operations.
• Participate in cross-departmental projects and perform other duties as assigned.

Qualifications

• High school diploma or GED required.
• Minimum of 2 years of relevant administrative, scheduling, or coordination experience.
• Strong attention to detail with the ability to manage deadlines and competing priorities.
• Excellent written and verbal communication skills.
• Strong organizational, problem-solving, and time-management abilities.
• Courteous, patient, and customer-focused mindset.
• Ability to research information from multiple sources and apply historical data to current inspection requirements.
• Ability to work independently as well as collaboratively within a team environment.

Systems & Technical Skills

• Experience with work order management or scheduling software preferred (ServiceTrade experience a plus).
• Proficiency with Microsoft Office Suite.
• QuickBooks Online experience is a plus but not required.
• Ability to accurately review official documents for completeness and compliance.
• Ability to maintain accurate records and reports.

Preferred Skills

• Self-motivated with strong multitasking capabilities.
• Highly detail-oriented and organized.
• Strong interpersonal and communication skills.
• Troubleshooting and follow-up skills.
• Ability to understand and follow both written and verbal instructions.

Pay: $20.00 - $23.00 per hour

Benefits:

• 401(k)
• Health insurance
• Paid time off

Application Question(s):

• 3. Our Office hours are Monday-Thursday 7:30-5 with a 30 minute lunch and Friday 8-12 with no lunch. Can you commit to these hours?
• 2. Have you ever reviewed reports or documents for completeness before sending them to a customer? What was your process?
• 1. Tell me about a role where you were responsible for scheduling or coordinating work for multiple people. What tools did you use?

Ability to Commute:

• Bluffton, SC 29910 (Required)

Work Location: In person

Salary : $20 - $23