What are the responsibilities and job description for the Fire Protection Services Assistant to the Service Manager - Scheduling Coordinator position at Total Fire Protection?
The Assistant to the Service Manager – Scheduling Coordinator is responsible for organizing and managing the scheduling of fire protection inspections, ensuring all jobs comply with required timelines, codes, and customer expectations. This role supports the Service Manager with administrative tasks, coordination between technicians and clients, and efficient workflow management to maintain compliance with NFPA standards and local regulations.
Key Responsibilities
Scheduling & Coordination
- Schedule and confirm inspection appointments for fire sprinkler, alarm, suppression, and related systems.
- Coordinate technician routes for maximum efficiency, considering location, workload, and customer needs.
- Adjust schedules promptly for emergency service calls or last-minute changes.
- Maintain and update the inspection calendar in company software.
Customer & Technician Communication
- Serve as the primary contact for clients regarding inspection dates, required site access, and preparation instructions.
- Communicate daily schedules, job details, and special instructions to technicians.
- Follow up with customers post-inspection for feedback, additional service needs, or required repairs.
Administrative Support
- Assist the Service Manager with tracking inspection due dates and compliance requirements.
- Prepare and send inspection reports, deficiency notices, and quotes for repairs.
- Maintain accurate records of inspections in compliance with NFPA, AHJ, and company documentation standards.
- Monitor service ticket completion and ensure accurate data entry in the work order system.
Key Competencies
- Attention to detail and accuracy.
- Problem-solving and adaptability.
- Team-oriented with a proactive approach.
- Ability to handle multiple priorities simultaneously.
Compensation & Benefits
- Competitive hourly wage
- Health, dental, and vision insurance.
- Paid time off and holidays.
- Retirement plan options.
- Career development opportunities in the fire protection industry.