Interior Project Administrator

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

Job summary

Classic Fire + Life Safety in Toronto is seeking an Interior Projects Coordinator to join our IP Division. You will track information, open projects, create purchase orders and coordinate schedules and equipment as part of a collaborative team.

The role requires strong planning, scheduling and communication skills, plus experience with Fire & Life Safety systems. You will work closely with field staff, customers, contractors and project managers to ensure timely delivery and accurate records.

Qualifications

• Minimum 2 years’ experience in customer service, work planning, scheduling, dispatching.
• Ability to prioritize responsibilities, time management, people skills and teamwork.
• Working knowledge of Fire & Life Safety Systems, Codes and Standards would be considered an asset
• Planning, scheduling, and detailed time management skills are a must
• Organized, Strong attention to details and record keeping focus to ensure division’s scheduling needs
• Efficient and comfortable with technology and software applications
• Team Player with strong communication skills through both written and oral
• Must be able to multitask and prioritize
• Very strong organizational skills for people and information
• Efficiency in Word, Excel, Outlook

Responsibilities

• Preparing, coordinating & implementing schedules for our IP Team at the prescribed intervals to meet scheduling KPI’s
• Effectively communicate with our field staff, customers, contractors and vendors.
• Ensure all scheduled jobs are verified with Project Managers at prescribed intervals prior to field deployment
• Maintain all appointment, and system records to ensure they are accurate and updated (i.e. site contacts, scope of work & deliverables, equipment and tooling needs, reports, etc.)
• Ensure field service staff have their appointments
• Work with Scheduling Coordinator & Project Managers to ensure appropriate time is allocated to jobs.
• Track open jobs to ensure appointments and service orders are moving forward as quickly and efficiently as possible
• Create, track, maintain, verify, and close all appointments, and service schedules in our ERP and supporting software
• Ensure clients record are accurate an updated in our ERP, Inspection Reporting Platforms, Network Drives, and Files
• Assist in the Project Management administration tasks including updating and recording meeting minutes for Contract meetings, updating project management software to reflect current project status.
• Open all new Construction Job Numbers and distribute to appropriate PM’s.
• Be trained as a back up for other administrative tasks including processing time sheets, fire alarm project tasks (permits, invoicing, job setup)
• Assist in Large Fire Alarm project tasks and administration
• Apply and open Building Permits required
• Other administrative tasks assigned by the Office Operations Manager.

Skills

Scheduling

Customer service

Communication

Time management

Tools

Microsoft Word

Microsoft Excel

Outlook

Job description

Company Description

Thank you so much for considering our company in your career search! Classic Fire + Life Safety is a leader in the fire protection and life safety industry because of our talented, knowledgeable, and motivated staff. We know that it is our people who make the difference, and we are looking to grow our team of passionate professionals. Interested in joining us?

Company Description

Thank you so much for considering our company in your career search! Classic Fire + Life Safety is a leader in the fire protection and life safety industry because of our talented, knowledgeable, and motivated staff. We know that it is our people who make the difference, and we are looking to grow our team of passionate professionals. Interested in joining us?

Our goal is to partner with our customers, to ensure their building, and the people in them are safe, from new building construction activities, modernization activities, and demand for system upgrades, through to preventative maintenance and service.

Why join the Classic team?

• CFLS is a caring company who values our staff.
• CFLS is local and is part of the community.
• CFLS is a full-service fire protection contractor.
• A great working environment with opportunities for career advancement.
• Comprehensive Group benefits.
• Educational assistance program.
• Employee referral bonus program.

Job Description

Position Overview

The Interior Projects Coordinator will be responsible for a variety of tasks within our IP Division from information tracking, opening projects, creating purchase orders to coordination of schedules and equipment. The Interior Projects Coordinator is a team player and a vital member of CFLS Team.

Task & Responsibilities

• Preparing, coordinating & implementing schedules for our IP Team at the prescribed intervals to meet scheduling KPI’s
• Effectively communicate with our field staff, customers, contractors and vendors.
• Ensure all scheduled jobs are verified with Project Managers at prescribed intervals prior to field deployment
• Maintain all appointment, and system records to ensure they are accurate and updated (i.e. site contacts, scope of work & deliverables, equipment and tooling needs, reports, etc.)
• Ensure field service staff have their appointments
• Work with Scheduling Coordinator & Project Managers to ensure appropriate time is allocated to jobs.
• Track open jobs to ensure appointments and service orders are moving forward as quickly and efficiently as possible
• Create, track, maintain, verify, and close all appointments, and service schedules in our ERP and supporting software
• Ensure clients record are accurate an updated in our ERP, Inspection Reporting Platforms, Network Drives, and Files
• Assist in the Project Management administration tasks including updating and recording meeting minutes for Contract meetings, updating project management software to reflect current project status.
• Open all new Construction Job Numbers and distribute to appropriate PM’s.
• Be trained as a back up for other administrative tasks including processing time sheets, fire alarm project tasks (permits, invoicing, job setup)
• Assist in Large Fire Alarm project tasks and administration
• Apply and open Building Permits required
• Other administrative tasks assigned by the Office Operations Manager.

Qualifications

• Minimum 2 years’ experience in customer service, work planning, scheduling, dispatching.
• Ability to prioritize responsibilities, time management, people skills (communication) and teamwork.
• Working knowledge of Fire & Life Safety Systems, Codes and Standards would be considered an asset
• Planning, scheduling, and detailed time management skills are a must
• Organized, Strong attention to details and record keeping focus to ensure division’s scheduling needs
• Able to process documentation and understand completeness formatting and consistency requirements
• Keep informed of scheduling system revisions and upgrades
• Good interpersonal skills with department staff and field technicians
• Efficient and comfortable with technology and software applications
• Team Player with strong communication skills through both written and oral
• Must be able to multitask and prioritize
• Very strong organizational skills for people and information
• Efficiency in Word, Excel, Outlook
• Strong interpersonal skills with staff and customers
• Keen understanding of customer care
• Enjoy working in a team environment

We thank all applicants who apply, but only those candidates who meet the above qualifications will be contacted for an interview.