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,...