Scheduling Coordinator, Life Safety Building Systems

Position Summary

The Scheduling Coordinator, Life Safety Building Systems will play a pivotal role in supporting the organization’s life safety initiatives. Initially focused on managing life safety system inspections, this position oversees scheduling, record management, data tracking, reporting, and deficiency resolution while ensuring compliance and effective communication.

Primary Responsibilities

• Monitor upcoming life safety systems inspections daily, schedule them within 60 days of the annual date, coordinate with vendors and Weidner properties for access, and document details
• Maintain and update data including missing information while ensuring accuracy and accessibility
• Receive, upload, and maintain all inspection reports while ensuring that the inspections were properly submitted to local AHJ’s for compliance reporting
• Code invoices, submit to accounting, and communicate cost impacts to Weidner property directors and regional leadership
• Deliver timely updates to community directors, area directors, team members, and leadership on schedules, outcomes, repairs, and budget details
• Ensure all reports, quotes, invoices, and communications are archived or uploaded within the designated repository for auditing and reference
• Collaborate with the Security & Communications Team to identify and escalate more complex issues as needed
• Perform other duties and participate in special projects as assigned by management and adapt to new responsibilities and software platforms as needs evolve

Qualifications

• 1-2 years in administrative support, project coordination, preferably in safety or compliance settings
• Experience with Smart Sheets or Excel; experience with Zendesk and Monday.com is advantageous
• Ability to work independently and efficiently with minimal supervision
• Strong attention to detail and organizational skills
• Excellent interpersonal and communication skills
• A high level of integrity, professionalism, and attention to detail and processes
• Able to give professional directions clearly in person, over the phone, email, and text
• Experienced in Microsoft products (Word, Excel, PowerPoint and Outlook)

Benefits & Perks

• Comprehensive benefits package including medical, dental, and vision insurance, employer-paid basic life insurance, employee assistance program, and a semi-annual bonus program
• 401(k) retirement plan with company match of up to 4% of your eligible income
• Semi-annual bonus program
• No usage waiting period upon accrual for vacation and sick time
• Nine company-designated paid holidays annually
• Employee apartment discount available at Weidner communities, subject to availability and community guidelines
• Continuing education reimbursement program, up to $2,500 per year for approved courses or certifications
• Professional growth and career advancement opportunities