Administrative Coordinator

Administrative Coordinator

Job Summary

The Administrative Coordinator oversees daily office administration and coordinates fire sprinkler, fire alarm, fire extinguisher, and suppression system service, inspection, and installation projects. This position manages technician scheduling, customer communication, billing, project documentation, and administrative compliance tracking.

Serving as a central point of contact for customers, technicians, dispatchers, vendors, sales, design, and management, the Administrative Coordinator helps ensure work is completed efficiently, on time, and in accordance with customer expectations. Success requires strong organizational and leadership skills, attention to detail, and the ability to manage changing priorities while providing professional, responsive service.

Essential Duties

• Coordinate daily technician schedules and service and inspection appointments based on availability, location, technician qualifications, project requirements, and customer needs.

• Plan efficient service routes, prioritize service requests, and promptly coordinate technician response to urgent repairs and emergency calls.

• Monitor work orders, project schedules, and inspection deadlines; follow up on incomplete work and communicate delays or scheduling changes.

• Reassign technicians and adjust resources to accommodate changing priorities, emergency calls, and last-minute scheduling changes.

• Communicate with local fire marshals regarding scheduling, permits, inspection documentation, and compliance inquiries; refer technical questions to appropriate personnel.

• Track field service orders, process customer invoices, record project costs, and maintain accurate billing and project records.

• Ensure technicians receive necessary job information, documentation, site access details, and resources before scheduled work.

• Serve as a primary contact and escalation point for commercial property managers and building owners regarding scheduling, project status, service updates, delays, and concerns.

• Prepare and submit fire department permit applications, business license paperwork, and technician certification documentation; monitor expiration dates and coordinate timely renewals to avoid lapses.

• Maintain clear and professional communication with customers throughout the service and project lifecycle to promote customer satisfaction.

• Collect required documentation and compile closeout packages for completed system installations.

• Maintain current customer, work order, and project information in service management systems and provide status updates as needed. Process, log, and distribute official fire alarm, sprinkler, and extinguisher inspection reports.

• Review documentation for completeness and accuracy, coordinate corrections or missing records, and support compliance with applicable state, local, and National Fire Protection Association (NFPA) documentation and reporting requirements.

• Answer phones, handle incoming and outgoing mail, maintain files, order office supplies, and support daily office operations.

• Identify opportunities for process improvement and implement solutions designed to improve scheduling efficiency, project coordination, and customer satisfaction

• Perform other duties and responsibilities as assigned to support successful project completion and department operations.

Qualifications

• Minimum of 2 years of experience in dispatch, scheduling, project coordination, office administration, or related work; experience in fire protection, construction, HVAC, plumbing, or a similar service industry preferred.

• Project coordination or project management experience is strongly preferred; experience with budgeting, project tracking, and resource allocation preferred.

• Strong organizational, scheduling, and time management skills, with the ability to manage multiple projects, deadlines, and competing priorities.

• Excellent verbal and written communication and customer service skills, with the ability to maintain positive relationships with customers, technicians, vendors, and team members.

• Strong problem-solving skills and the ability to make timely decisions, work under pressure, and adapt to changing schedules and operational needs.

• High attention to detail and accuracy in billing, inspection reports, permit records, certification tracking, and other documentation that may affect building safety or code compliance.

• Proficiency in Microsoft Office programs, including Excel, Outlook, and Teams.

• Proficiency with field service management platforms, such as ServiceTrade, HindSite, or comparable systems.

• Familiarity with fire protection terminology, systems, codes, and standards, including NFPA standards, backflow preventers, and wet and dry sprinkler systems, highly preferred.

• Valid driver's license with an acceptable driving record.

Education

• High school diploma or equivalent.

• A combination of relevant education and experience may be substituted for the minimum requirements.

Reports to: Union Inspection Operations Manager

Classification: Non-exempt, In Person, Full Time

Supervisory: None

Disclaimer: This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended at any time at the sole discretion of the RLH Fire Protection, Inc.

Safety/Physical Requirements

• Mostly sedentary position, with some walking and standing required.

• Ability to lift up to 25 lbs.