Fire System Service Coordinator

Fire Solutions, Inc; Waitakere Ranges; On-site; NZD 60,000 - 76,000; Full time

Benefits offered by this job

Competitive salary

Part or full-time

Ownership role

Career development

Stable work pipeline

Supportive leadership

Life safety impact

Job summary

Fire Solutions Limited is seeking a proactive Scheduling Coordinator to join our service division in New Zealand. You’ll coordinate between clients, technicians and compliance requirements, schedule maintenance and inspections, and ensure every service is captured and invoiced accurately.

You’ll manage the annual servicing calendar, prioritise jobs by location and urgency, and keep clients updated while coordinating parts, access and documentation. Experience with Simpro is highly desirable.

Qualifications

• Experience coordinating scheduling or dispatch in fire protection/building services is beneficial.
• Strong organisation to manage multiple deadlines and jobs.

Responsibilities

• Schedule and dispatch technicians for routine maintenance, testing, inspections and reactive service calls, optimizing for location, skills and priority.
• Manage the annual servicing calendar to meet compliance dates (WoF/Compliance Schedule, IQP inspections).
• Be the first point of contact for service clients—booking work, providing updates and resolving scheduling issues.
• Raise, track and close out work orders in the job management system.
• Coordinate parts, materials and site access for each job.
• Ensure service reports, test records and defect notifications are filed and shared with clients.
• Support quoting and invoicing by capturing accurate job details, hours and materials.
• Escalate defects, non-conformances and urgent compliance issues to the Service Manager.
• Maintain accurate asset and client records.

Skills

Coordination

Scheduling

Dispatch experience

Client communication

Organisation

Computer literacy

NZ fire standards knowledge

Tools

Simpro

Job description

Fire Solutions Limited is a specialist fire protection company designing, installing and servicing fire sprinkler and alarm systems across New Zealand. With 40+ staff, we’re well-established, growing and focused on building strong systems to support our next phase of growth. Our service division keeps those systems compliant, tested and ready to perform when it matters most — protecting people, property and business continuity for clients nationwide.

The Role

Reporting to the Service Manager, you’ll be the central point of coordination between our clients, technicians and compliance obligations. You’ll keep our maintenance and inspection work running smoothly — scheduling and dispatching jobs, keeping work moving on time, and making sure every service is captured, documented and invoiced correctly. Key responsibilities include:

• Scheduling and dispatching technicians for routine maintenance, testing, inspections and reactive service callouts, optimising for location, skills and priority
• Managing the annual servicing calendar so contracted maintenance and compliance deadlines are met (Building Warrant of Fitness / Compliance Schedule dates, IQP inspections)
• Being the first point of contact for service clients — booking work, providing updates and resolving scheduling issues
• Raising, tracking and closing out work orders in our job management system
• Coordinating parts, materials and site access requirements ahead of each job
• Ensuring service reports, test records and defect notifications are completed, filed and passed to clients
• Supporting quoting and invoicing by capturing accurate job details, hours and materials
• Escalating defects, non-conformances and urgent compliance issues to the Service Manager
• Maintaining accurate asset and client records

What You’ll Bring

• Experience using Simpro is highly desirable
• Proven coordination, scheduling or dispatch experience — ideally in fire protection, building services, trades, or a related maintenance/field-service environment
• Excellent organisation and the ability to keep multiple jobs and deadlines on track at once
• Confident, professional communication that builds strong relationships with clients and field staff
• A calm, solutions-focused approach under pressure
• Good computer literacy — comfortable with job management / scheduling software and the Microsoft Office suite
• Knowledge of NZ fire protection standards and compliance (NZS 4541, NZS 4512, Building WoF / Compliance Schedules, IQP requirements) is an advantage
• Familiarity with fire sprinkler, alarm or suppression systems is an advantage

What We Offer

• Competitive salary package commensurate with experience
• Opportunity to work part or full time to suit your needs
• A pivotal role with real ownership and the chance to shape how our service division runs
• Genuine career development and progression opportunities
• Stable, growing pipeline of work across commercial and industrial sectors
• Supportive leadership team that values your expertise and input
• Work that makes a real difference to life safety outcomes across New Zealand