Service Scheduler/Administrative Coordinator

Responsibilities

• Schedule and coordinate daily service calls, inspections, preventative maintenance, and emergency service requests for field technicians.
• First line of communication, answering phones and relaying messages. Answering door and accepting deliveries.
• Communicate with customers to confirm appointments, provide scheduling updates, and respond to service-related inquiries.
• Dispatch technicians efficiently based on workload, location, and project priorities.
• Create and maintain work orders, service tickets, inspection reports, and customer records.
• Track technician progress and update schedules as needed throughout the day.
• Aid in preparing proposals, service agreements, billing documentation, and invoices.
• Process incoming calls, emails, and customer requests in a professional and timely manner.
• Maintain organized electronic and physical project/service files.
• Cookordination permit applications, inspection scheduling, and AHJ documentation when required.
• Assist management with reporting, data entry, purchasing, and general office administration duties.
• Order and track materials and equipment for service-related work.
• Support project managers and service managers with administrative tasks and customer follow-up.
• Ensure all documentation is completed accurately and submitted on time.
• Help maintain compliance records for fire alarm inspections and service activities.

Qualifications

• A high school diploma or equivalent is required.
• Previous scheduling, dispatching, administrative, or customer service experience is mandatory.
• Experience in the fire alarm, electrical, construction, or low voltage industry is preferred.
• Strong organizational and multitasking skills are necessary.
• Excellent verbal and written communication skills are required.
• Proficiency in Microsoft Office (Outlook, Excel, Word) and general computer systems is expected.
• The ability to work in a fast-paced environment and manage changing priorities is crucial.
• A strong attention to detail and accuracy are important.
• A professional attitude and customer-focused mindset are essential.
• The ability to work independently and as part of a team is required.