Service Scheduling

Reports to: Operations Manager

Classification: Non-Exempt

Location: On-Site

Role Overview

Fire Safety, Inc. is a specialized provider of pre-engineered fire protection system inspections and related services. We are seeking a Service Scheduling & Operations Coordinator to own the daily flow of work between customers, technicians, and billing. This role is best suited for someone who enjoys logistics, problem-solving, and real-time decision-making in an environment where priorities can change quickly.

This is not a passive administrative role. This position is the operational backbone of our company. The right person will have real influence over how smoothly our days run and how well we serve our customers. You will be trusted to make judgment calls, enforce schedules, communicate clearly with a wide range of customers, and protect billing accuracy.

If you enjoy staying organized, thinking on your feet, and being trusted with responsibility, we'd like to hear from you

What You'll Be Responsible ForScheduling & Dispatch

· Build and manage daily schedules for multiple field technicians

· Coordinate appointments across a regional service area, batching work geographically to reduce travel time

· Prioritize scheduling based on regulatory requirements, customer risk profiles, and inspection sensitivity

· Adjust schedules for emergency calls, cancellations, and urgent compliance-driven requests

· Build schedules that maximize technician utilization while balancing travel time, service type, and customer constraints

· Maintain consistency across scheduling systems, dispatch records, and documentation so work status is always clear

· Review completed work orders for discrepancies and follow up to ensure accuracy and completeness

Customer Communication

· Proactively contact customers to secure service appointments and document outcomes of scheduling attempts

· Communicate appointment windows and constraints clearly while accommodating customer availability when possible

· Serve as the primary point of contact for scheduling-related questions and changes

· Represent the company professionally and courteously in all customer interactions

Billing & Documentation Accuracy

· Prepare and review billing immediately after work is completed

· Understand technician scope of work well enough to bill accurately

· Cross-check pricing and services before invoices are finalized

· Work within a relational database and inspection reporting system

Operations Support

· Coordinate closely with field technicians and shop staff to support scheduling decisions, equipment needs, and job readiness

· Promptly notify leadership of scheduling conflicts, risks, or downstream impacts

· Participate in cross-training to ensure continuity when schedules or staffing change

· Maintain positive working relationships with technicians and office staff and report issues promptly

· Support marketing and sales activities

Work Environment & Expectations

· Work within a hybrid paper and digital scheduling environment where documentation accuracy and handoff clarity are critical

· Schedule work across a multi-state region with varying travel times and customer requirements

· Successfully manage changing priorities and schedules while maintaining attention to detail and follow-through

· Handle sensitive information responsibly and meet operational deadlines with accuracy

· This role requires sound judgment, professionalism, and accountability

Preferred Backgrounds

Experience in one or more of the following is a strong plus:

· Field service dispatch or technician scheduling

· Compliance-driven or deadline-based industries

· Healthcare, home services, facilities, or property management coordination

· Operations support in a small or growing business

· Roles requiring constant prioritization and customer communication

Technical Requirements

· Strong general computer skills (databases, data entry, multitasking across systems)

· Ability to learn industry-specific tools and workflows

What Success Looks Like

* Schedules run smoothly, even when plans change

* Customers feel informed and supported

* Technicians know what's expected and when

* Billing is timely and accurate

* Issues are surfaced early and resolved quickly

Job Type: Full-time

Pay: From $20.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person