Service and Inspector Coordinator

Position Summary

 As a Service and Inspection Coordinator, you will play an essential role in supporting service team operations. Your attention to detail, organizational skills, and ability to multitask will contribute to ensuring quality customer service, scheduling service calls, setup, and accuracy in service invoicing.

About the Company

Intelligent Fire Systems & Solutions (IFSS) is a fire-life safety construction and service company founded in 2014 with a clear and unwavering purpose: to protect lives, property, and peace of mind. Built on decades of industry expertise, IFSS delivers fire alarm, very early warning, and life-safety solutions with precision, care, and an uncompromising commitment to doing the work the right way every time.

At IFSS, life safety is more than a trade; it is a responsibility we take personally. That responsibility shapes how we design, install, inspect, maintain, and service critical systems, and it defines how we show up for our clients and for one another. Our work is grounded in quality craftsmanship, integrity in action, accountability, reliability, and a relentless pursuit of excellence, with safety and trust at the center of every decision.

From initial design through long-term service and code compliance support, we take a thoughtful, personalized approach because protecting people and assets requires more than technical skill; it requires care, follow-through, and pride in the outcome.

Our mission is simple and non-negotiable: to passionately protect lives and assets by delivering exceptional experiences every time. When you join IFSS, you become part of a team that values collaboration, professionalism, and purpose and that takes pride in protecting what matters most.

Fire, Life, & Your Safety. Always.

Key Responsibilities and Objectives

1. Schedule Coordination:

• Organize and manage service appointments, inspections, and maintenance schedules for technicians, ensuring timely and efficient operations.


• Assist in setting up new service calls.


• Ensure accurate input of project details, scope of work, and other relevant information.


• Review technician time in comparison with the schedule to ensure accurate timecards.

1. Client Communication:

• Act as the primary point of contact for clients regarding service requests, inspections, and follow-ups.


• Provide excellent customer service and support throughout the process.

1. Documentation Management:

• Maintain accurate records of service and inspection reports, ensuring compliance with local, state, and federal regulations.


• Prepare and distribute inspection certificates and reports to clients.

1. Technician Support:

• Assist technicians by providing necessary information and resources for service calls.


• Ensure technicians have the tools and parts needed to perform their duties effectively.

1. Report Compliance:

• Stay informed about industry standards and regulations related to fire alarm systems.


• Ensure all inspections and services adhere to relevant codes and guidelines.


• Ensure that all reports meet local AHJ requirements.

1. Service Account Maintenance:

• Ensure all service account web portals are up to date and compliant at all times.

1. Parts Stock:

• Procure and manage parts and supplies required for service and inspection work.


• Coordinate with suppliers for timely procurement.

1. Reporting:

• Ad-hoc reports as requested.

1. Training and Development:

• Assist in training new team members on processes and best practices related to service coordination and compliance.

1. Invoicing:

• Prepare invoices for the service division, ensuring accurate billing rates based on technician time on-site, cost for materials, and work performed.

1. Miscellaneous Tasks:

• Perform other duties as assigned

Technical Skills

• Proficiency in Microsoft Office Suite.


• Strong data entry skills with accuracy in financial calculations.


• Ability to schedule and coordinate service calls, inspections, and maintenance activities.


• Ability to set up new service calls and accurately input project details and scope of work.


• Ability to review technician time against schedules for timecard accuracy.


• Ability to prepare and distribute inspection certificates and service documentation.


• Ability to prepare service invoices based on technician time on-site, materials, and work performed.


• Ability to maintain service account web portals and coordinate parts procurement with suppliers.


• Working knowledge of fire alarm systems, and relevant codes

Soft Skills & Competencies

• Strong attention to detail and accuracy.


• Excellent organizational skills with the ability to manage multiple tasks.


• Effective communication skills for interacting with internal teams and customers.


• Ability to work independently and as part of a team to meet deadlines.


• Strong problem-solving abilities and a proactive attitude.


• Customer service mindset and professional follow-through.

Qualifications

Education & Experience

• High school diploma or equivalent required; associate degree or relevant certification preferred.


• Previous experience in service coordination, scheduling, or a similar role; fire safety industry experience preferred.

Work Environment & Physical Requirements

• Primarily office-based with frequent use of computer, phone, and standard office equipment.


• May require managing multiple priorities and deadlines in a fast-paced environment.


• Ability to sit for extended periods, communicate effectively, and perform repetitive hand/finger motions for data entry.


• Occasional overtime or schedule adjustments may be needed to support service operations and customer needs.

This job description outlines the core responsibilities and qualifications for a Service and Inspection Coordinator in the Fire Protection industry. The role requires a strong knowledge of the fire protection industry and systems, multitasking abilities, and interpersonal skills to effectively manage the workforce and contribute to the company's success.

COMMITMENT TO DIVERSITY

As an equal opportunity employer committed to meeting the needs of a multigenerational and multicultural workforce, Intelligent Fire Systems & Solutions, Inc. recognizes that a diverse staff, reflective of our community, is an integral and welcome part of a successful and ethical business. We hire local talent at all levels regardless of race, color, religion, age, national origin, gender, gender identity, sexual orientation or disability, and actively foster inclusion in all forms both within our company and across interactions with clients, candidates and partners.

If this position caught your eye, send us your resume! For best consideration, include the job title and source where you found this position in the subject line of your email to [email protected]. Already a candidate? Please connect directly with your recruiter to discuss this opportunity.