Inspections Coordinator

Job Summary:

Piper Fire Protection is seeking a highly organized and customer-focused Inspections Coordinator to support our inspection operations team in Clearwater, FL. This role is responsible for scheduling and coordinating fire protection inspections, testing, preventative maintenance services, and related field activities for fire sprinkler systems, fire alarms, suppression systems, and fire extinguishers.

The ideal candidate has experience in scheduling, dispatching, customer service, or field service operations and excels in a fast-paced environment. This position plays a critical role in coordinating inspection scheduling, communicating with customers, optimizing technician scheduling and utilization, and ensuring services are assigned to appropriately qualified technicians. The Inspections Coordinator works closely with both office personnel and field staff to support operational goals, maintain compliance requirements, and deliver exceptional customer service.

This position is primarily office-based and involves prolonged periods of computer work, frequent communication with customers and field personnel by phone and email, and regular use of scheduling, service management, and office software systems. The role requires strong attention to detail, effective multitasking, the ability to manage competing priorities, and occasional lifting of office materials up to 15 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Essential Duties and Responsibilities:

• Schedule and coordinate fire protection inspections, testing, preventative maintenance services, and related field activities.
• Contact customers by phone and email to schedule inspection appointments and confirm service visits.
• Prioritize monthly inspection schedules based on contract requirements, due dates, customer needs, geographic routing, and operational efficiency.
• Coordinate daily schedules based on customer needs, technician availability, geographic location, workload, and required licenses, certifications, and job-specific qualifications.
• Monitor technician workloads and adjust schedules as necessary to accommodate changing customer needs and service demands.
• Ensure technicians assigned to work orders possess the appropriate qualifications, certifications, and skill sets necessary to complete the required inspections and testing.
• Coordinate rental equipment, materials, and parts required for scheduled inspection and service work.
• Maintain and administer technician on-call schedules for after-hours emergency response, as needed.
• Serve as a primary point of contact for customers regarding inspection scheduling, service requests, appointment confirmations, and status updates.
• Communicate proactively with customers, property managers, and stakeholders regarding upcoming inspections, technician arrival times, scheduling changes, and service completion status.
• Resolve scheduling conflicts, customer concerns, and service-related inquiries in a professional and timely manner.
• Work closely with office personnel, inspection staff, technicians, and management to support efficient workflow coordination and successful completion of scheduled inspections.
• Create, process, and maintain work orders, inspection schedules, and customer records within the company's service management and CRM systems.
• Learn, navigate, and effectively utilize company scheduling, inspection, and service management software platforms.
• Review technician inspection reports for accuracy and completeness.
• Track inspection deficiencies, document findings, and coordinate with internal sales or service teams for follow-up repair recommendations and quotations.
• Submit required inspection and compliance documentation to customers, local authorities having jurisdiction (AHJs), or third-party reporting platforms, when applicable.
• Maintain accurate customer records, service histories, scheduling data, and inspection documentation.
• Support departmental goals by identifying opportunities to improve scheduling efficiency, technician utilization, customer satisfaction, and operational performance.
• Perform other related duties as assigned.

Required Skills & Qualifications

• High school diploma or GED required; Associate's or Bachelor's degree preferred.
• Minimum of 1-3 years of experience in scheduling, dispatching, service coordination, customer service, logistics, field service operations, or a related administrative role.
• Strong proficiency with Microsoft Office Suite, including Outlook and Excel.
• Experience using field service management, dispatching, work order, or CRM software such as ServiceTrade, Salesforce, ServiceTitan, Housecall Pro, or similar platforms.
• Ability to quickly learn and adapt to new software platforms, scheduling systems, and business applications.
• Strong organizational, time management, and multitasking skills.
• Excellent verbal and written communication skills.
• Strong customer service skills with confidence communicating professionally by phone and email.
• Ability to prioritize multiple tasks and work effectively in a fast-paced environment.
• Ability to evaluate scheduling priorities and make decisions based on due dates, technician qualifications, customer needs, and route efficiency.
• Strong attention to detail and commitment to data accuracy.
• Ability to collaborate effectively with office personnel, field staff, and management in a team-oriented environment.
• Knowledge of local geographic routing and scheduling best practices preferred.

Preferred Qualifications:

• Experience in the fire protection, fire alarm, fire sprinkler, HVAC, electrical, mechanical, construction, plumbing, or related service industries.
• Familiarity with NFPA standards, inspection schedules, and fire protection system testing requirements.
• Experience coordinating field technicians for commercial inspection or service operations.
• Understanding of service dispatching, preventative maintenance scheduling, recurring inspection programs, and compliance reporting.
• Familiarity with technician licensing requirements, certifications, and trade-specific qualifications within the fire protection industry.