Customer Service Coordinator

Classic Fire + Life Safety; Guelph; On-site; CAD 45,000 - 65,000; Full time

Benefits offered by this job

Comprehensive group benefits

Educational assistance program

Employee referral bonus program

Job summary

Classic Fire + Life Safety, located in Guelph, Ontario, is looking for a Scheduling Coordinator to manage and implement schedules for our Fire & Life Safety Inspection Services. This role involves coordinating with various departments to ensure accurate documentation and timely inspections.

The ideal candidate will have at least 2 years of experience in scheduling or customer service, with strong prioritization, communication, and teamwork skills. We offer a supportive work environment with opportunities for career advancement.

Qualifications

• Minimum 2 years of experience in customer service or scheduling.
• Strong prioritization and time-management abilities.
• Knowledge of Fire & Life Safety Systems is an asset.
• Organized with attention to detail.

Responsibilities

• Prepare and coordinate schedules for Fire & Life Safety Inspection Services.
• Communicate with field staff and customers about appointments.
• Track open jobs to maintain workflow efficiency.

Skills

Customer service experience

Time-management skills

Communication skills

Teamwork skills

Tools

Acumatica ERP

GPS tracking software

Job description

Company Overview

Classic Fire + Life Safety is a leader in the fire protection and life safety industry, known for its talented, knowledgeable, and motivated staff.

Benefits

• CFLS is a caring company that values staff.
• CFLS is local and part of the community.
• CFLS is a full‑service fire protection contractor.
• Great working environment with opportunities for career advancement.
• Comprehensive group benefits.
• Educational assistance program.
• Employee referral bonus program.

Job Description

This position requires effective collaboration with field services, continuous improvement, scheduling, accounting, IT, and sales departments. The role supports back‑office administrative functions and provides quality control to ensure accurate documentation records.

Primary Accountabilities

• Prepare, coordinate, and implement schedules for mobile Fire & Life Safety Inspection Services team to meet KPIs.
• Communicate with field staff, customers, contractors, vendors, and external resources about appointment details.
• Assess job readiness, ensuring scheduled jobs are verified with customers before deployment.
• Maintain appointment, software, and system records; ensure accuracy and updates.
• Ensure staff are scheduled at least two weeks in advance, aligning scope with technician skills.
• Work with scheduling supervisor, service managers, and field staff to allocate appropriate time for inspection jobs, adhering to RTG and job duration.
• Ensure inspections are completed on time, error‑free, and with minimal return visits.
• Communicate next steps and timelines to customers, AHJ’s, contractors, and leadership.
• Track open jobs to maintain workflow efficiency.
• Create, track, maintain, verify, and close service appointments and schedules in ERP and supporting software.
• Perform opportunity verification/quality‑check for service contract and order creation.
• Provide appointment information and documentation for job closeouts to Office Operations Team.
• Other duties as assigned.

Secondary Accountabilities

• Ensure client records are accurate and updated in ERP, reporting platforms, network drives, and files.
• Map new business appointments and complex inspection service jobs with scheduling supervisor and service managers.
• Address work‑in‑progress reports (weekly).
• Provide scheduling status updates to supervisor/team daily.
• Schedule subcontractors and ensure materials are ready with proper paperwork.
• Other duties as assigned.

Systems and Applications

• Scheduling system management and administration.
• Daily use of Acumatica ERP, financial systems, appointment systems, scheduling and reporting tools, and inspection reporting software.
• Certification tracking, equipment tracking, security clearance, and safety tracking systems for scheduling accuracy.
• GPS tracking software review and administration for efficient routing.

Qualifications

• Minimum 2 years of experience in customer service, work planning, scheduling, dispatching, or related roles in service industries.
• Strong prioritization, time‑management, communication, and teamwork skills.
• Knowledge of Fire & Life Safety Systems, codes, and standards is an asset.
• Knowledge of fleet management practices is an asset.
• Planning, scheduling, and detailed time‑management skills are a must.
• Organized with strong attention to detail and record‑keeping focus.
• Ability to process documentation and understand formatting and consistency requirements.
• Keep informed of scheduling system revisions and upgrades.
• Understanding of enterprise‑wide systems and applications.
• Good interpersonal skills with department staff and field technicians.
• Comfort with technology and software applications.
• Team player with strong communication skills.

We thank all applicants who apply. Only candidates who meet the above qualifications will be contacted for an interview.

Compensation

Salary placement within the stated range is determined by evaluating the candidate’s relevant experience, skills, and qualifications, along with internal equity and prevailing market conditions. These factors are applied consistently to support transparent and equitable compensation practices in Ontario.

Equal Opportunity Statement

Classic Fire + Life Safety is committed to treating all people with dignity and independence. We believe in integration and equal opportunity and are committed to meeting the needs of persons with disabilities under the Accessibility for Ontarians with Disabilities Act. We do not use AI or automated screening technology; all candidate reviews and applications are evaluated manually by human staff. If you have an accommodation need or would like to provide us with feedback, questions, or concerns, please contact our Human Resources department at [e-mail].