Branch Coordinator

Fire Safety and Protection; Ottawa; On-site; CAD 40,000 - 60,000; Full time

Benefits offered by this job

Extended Health Care

Dental

Vision

LTD, STD

Life Insurance

EAP

RRSP Matching

Auto Allowance

Job summary

Fire Safety and Protection (FSP) is hiring a Branch Coordinator to oversee day-to-day office operations, manage administrative tasks, and support management and staff in a fast-paced fire and safety environment.

The role includes coordinating technicians’ schedules, handling invoices and budgets, onboarding new staff, and coordinating health and safety drills, with a 3-month term extended to 6 months and potential conversion to permanent hire.

Qualifications

• Business Administration Diploma or equivalency is preferred.
• 2-5 years of work experience in related field is an asset.
• Excellent knowledge of Microsoft Office Suite products and high level of computer proficiency.
• Strong organization skills and the ability to multi-task in a high paced environment.
• Scheduling experience is an asset.
• Positive attitude and team player!

Responsibilities

• Answering phone calls and emails, managing correspondence, and responding to customer inquiries
• Strive to maintain the highest level of customer satisfaction
• Process all documents with accuracy and efficiency
• Organizing and coordinating technicians’ schedules, meetings, and events
• Preparing reports, presentations, and other documents as required
• Maintaining accurate records and filing systems
• Coordinating travel arrangements for staff and management as required.
• Schedule routine service work to achieve maximum efficiency
• Schedule emergency service calls
• Assist service technicians with site information
• Address customer service inquiries and concerns in a professional manner
• Pre-appointment contacting of customers to confirm appointment, terms and other information
• First call resolution proficient – Helping customers on the spot without a phone call or 2nd visit back to site.
• Receives inventory and processes PO’s.
• Gathers parts for technician jobs.
• Assist with the preparation of invoices, purchase orders, and expense reports
• Managing accounts payable and receivable records to send to Corporate Finance
• Assisting with preparing budgets, processing and tracking local work orders, local purchases and ensuring associated documentation is processed for Corporate Finance.
• Assisting with onboarding of new staff
• Assist with the coordination of employee training
• Coordinating emergency response procedures and drills at local offices

Skills

Admin Diploma

2-5 yrs exp

MS Office

Organizational skills

Scheduling experience

Team player

Education

Business Administration Diploma

Tools

Microsoft Office

Job description

Embark on a rewarding career with Fire Safety and Protection (FSP)! FSP's rich multi-decade history is built on lasting customer relationships and continued high-quality service. We are proud to offer a full suite of life safety solutions across the U.S. and Canada. Our certified technicians deliver code-compliant fire safety solutions tailored to our customers' needs. It’s our goal to be the single source for our customers’ inspection, maintenance, repair, design and installation of their fire and security systems. With continuous training in the latest technologies and regulations, our customers trust us for high-quality workmanship that keeps their building systems in optimal condition for ongoing safety. We are military friendly! At FSP, we believe military veterans bring unmatched dedication, discipline, and a strong sense of purpose—qualities that align perfectly with our mission to protect lives and property through high-quality fire and life safety services. Our team values leadership, precision, and teamwork—making FSP a natural next step for those who have served. FSP accepts technical certification credit for military experience in relevant fields.

• NOTE: This is a contract position to start: a 3 month term contract, extended to 6 months, if expectations are met, with conversion to permanent hire at or before the completion of the 6 month term**

Job Description

A Branch Coordinator is responsible for overseeing the day-to-day operations of the office and ensuring that administrative tasks are completed efficiently and accurately. The role requires strong organizational skills, attention to detail, and the ability to prioritize tasks to meet tight deadlines.

Overall, the Branch Coordinator in the fire and safety industry plays an essential role in ensuring the smooth running of the office, supporting the work of the management and staff, and maintaining a safe and healthy workplace.

Key Responsibilities

Administrative Support

• Answering phone calls and emails, managing correspondence, and responding to customer inquiries
• Strive to maintain the highest level of customer satisfaction
• Process all documents with accuracy and efficiency
• Organizing and coordinating technicians’ schedules, meetings, and events
• Preparing reports, presentations, and other documents as required
• Maintaining accurate records and filing systems
• Coordinating travel arrangements for staff and management as required.

Scheduling

• Schedule routine service work to achieve maximum efficiency
• Schedule emergency service calls
• Assist service technicians with site information
• Address customer service inquiries and concerns in a professional manner
• Pre-appointment contacting of customers to confirm appointment, terms and other information
• First call resolution proficient – Helping customers on the spot without a phone call or 2nd visit back to site.
• Strive to maintain the highest level of customer satisfaction.
• Receives inventory and processes PO’s.
• Gathers parts for technician jobs.

Financial Management

• Assist with the preparation of invoices, purchase orders, and expense reports
• Managing accounts payable and receivable records to send to Corporate Finance
• Assisting with preparing budgets, processing and tracking local work orders, local purchases and ensuring associated documentation is processed for Corporate Finance.

Human Resource Management

• Assisting with onboarding of new staff
• Assist with the coordination of employee training

Health and Safety

• Coordinating emergency response procedures and drills at local offices

Qualifications And Skills

• Business Administration Diploma or equivalency is preferred
• 2-5 years of work experience in related field is an asset
• Excellent knowledge of Microsoft Office Suite products and high level of computer proficiency
• Strong organization skills and the ability to multi-task in a high paced environment
• Scheduling experience is an asset
• Positive attitude and team player!

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift 15 pounds at times.
• Must be able to travel.

Benefits

Fire Safety and Protection (FSP) provides comprehensive benefits to ensure the wellbeing of our employees:

• Extended Health Care
• Dental
• Vision
• LTD, STD
• Life Insurance
• EAP
• RRSP Matching
• Auto Allowance

Why FSP?

• Supportive Culture: We value our employees and provide ongoing training.
• Career Growth: Advance your career with guidance from industry experts as well as tuition reimbursement and pay incentives.
• Broad Opportunities: With offices in the eastern U.S. and Canada, we offer diverse locations and roles.
• Client-Centered: We serve commercial property owners and facility managers with dedication and care.
• Rapid Growth: Join us as we expand and invest in new markets.

Health & Safety

The personal safety and health of each employee of our organization is of primary importance. We believe that our employees are our most important assets and that their safety is our greatest responsibility. It is Fire Safety and Protection, LLC’s objective to ensure a safe and productive working environment for all employees. At FSP we believe that illnesses and injuries can and must be prevented. We believe in empowering each employee to create and maintain a safe and healthy environment.

FSP Equal Opportunity Employer Statement

We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.

Privacy Notice

We are committed to protecting the privacy and security of your personal information throughout the recruitment process. Information collected as part of your application will be used solely for employment-related purposes and handled in accordance with applicable privacy and data protection laws. If you choose to apply using a quick-apply feature, we may use automated technology to help complete and submit your application using the information you provide. This technology is used solely to facilitate the application process and does not evaluate candidates, rank applicants, or make hiring decisions. Your information is not used to train AI models and is retained only as necessary to support the application process.

Drug-Free Workplace & Federal Compliance Notice

As a federal government contractor operating in safety-sensitive construction environments, Fire Safety and Protection is legally mandated to maintain a drug-free workplace in strict accordance with federal law. Under the Drug-Free Workplace Act and FAR 52.226-7, all controlled substances prohibited by federal statute—including marijuana/THC—are strictly forbidden within our operations. Applicants who receive a conditional offer of employment must successfully pass a pre-employment drug screen. Because federal regulations override state-level recreational marijuana laws, testing positive for marijuana/THC will result in the immediate revocation of a conditional job offer, regardless of local legalization or off-duty state protections.