Administrative Coordinator - Inspections

Western States Fire Protection; Rapid City (SD); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Health Insurance

401(k) Plan

Paid Time Off (PTO)

Parental Leave

Paid Holidays

Tuition Reimbursement

Annual Discretionary Bonus

Employer Paid Life Insurance

Gym membership reimbursement

Job summary

Western States Fire Protection (WSFP) is seeking an Administrative Coordinator - Inspections to keep our inspection team organized and our customers informed. This fast-paced role focuses on scheduling, coordinating with field technicians, and ensuring office processes run smoothly.

You will work closely with customers, technicians, project managers, and office staff to keep inspections and projects on track.

Qualifications

• Experience with scheduling or coordinating appointments is required.
• Previous administrative, office support, customer service, dispatch, or scheduling experience is preferred.
• Experience in the fire protection or construction industry is helpful but not required.
• Comfortable using Microsoft Outlook, Word, Excel, and learning new computer programs.
• Strong communication and customer service skills.
• Excellent organizational and time management skills with the ability to manage multiple priorities.
• Detail-oriented, dependable, and able to work well in a team environment.
• Friendly and professional when interacting with customers and coworkers.
• Must be able to pass a post-offer background check and drug screen.

Responsibilities

• Schedule inspection appointments and coordinate technician calendars.
• Communicate with customers by phone and email to schedule services and answer questions.
• Help customers set up recurring inspection schedules throughout the year.
• Coordinate with subcontractors when needed.
• Share work orders, updates, and important information with technicians and supervisors.
• Maintain accurate records using company software and Microsoft Office programs.
• Assist with inspection reports, billing, invoices, and customer documentation.
• Help process certificates of insurance.
• Support project managers with setting up new jobs, scheduling, invoicing, and collections.
• Keep job files organized and ensure projects continue moving forward.
• Assist with reports, licensing requirements, and other administrative projects.
• Look for ways to improve office processes and efficiency.
• Perform other administrative duties as needed.

Skills

Scheduling

Customer service

Communication

Organizational skills

Time management

Teamwork

Problem solving

Detail oriented

Friendly demeanor

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Western States Fire Protection (WSFP) and its subsidiaries are more than a company. We are a family of unique individuals committed to our purpose, our values, and each other. And we believe in making our own luck, creating our own opportunities. WSFP accomplishes this by constantly innovating, finding ways to create new value and seizing new opportunities.

Protecting lives and property since 1985, WSFP and its subsidiaries specialize in Life Safety Systems. Our values are simple: integrity, quality, safety, professionalism, commitment.

What We Offer

• Health, Life, Dental and Vision Insurance
• Employee Assistant Program
• Flex Spending (FSA) (Cafeteria Plan) and HSA
• 401(k) Plan – Matching up to 3%
• Employee Stock Purchase Plan
• Profit Sharing Plan
• Paid Time Off (PTO), Parental Leave, Paid Pregnancy Medical Leave
• Paid Holidays
• Tuition Reimbursement
• Annual Discretionary Bonus
• Employer Paid Life Insurance
• Gym membership reimbursement

Administrative Coordinator - Inspections

As an Administrative Coordinator - Inspections, you'll play an important role in keeping our inspection team organized and our customers informed. This is a fast-paced administrative position that focuses on scheduling, customer communication, coordinating with field technicians, and ensuring office processes run smoothly.

You’ll work closely with customers, technicians, project managers, and office staff to help keep inspections and projects on track. If you enjoy staying organized, solving problems, and helping people, this could be a great fit.

The salary range for this position is $20.00–$26.00 per hour depending on experience.

Job Responsibilities

• Schedule inspection appointments and coordinate technician calendars.
• Communicate with customers by phone and email to schedule services and answer questions.
• Help customers set up recurring inspection schedules throughout the year.
• Coordinate with subcontractors when needed.
• Share work orders, updates, and important information with technicians and supervisors.
• Maintain accurate records using company software and Microsoft Office programs.
• Assist with inspection reports, billing, invoices, and customer documentation.
• Help process certificates of insurance.
• Support project managers with setting up new jobs, scheduling, invoicing, and collections.
• Keep job files organized and ensure projects continue moving forward.
• Assist with reports, licensing requirements, and other administrative projects.
• Look for ways to improve office processes and efficiency.
• Perform other administrative duties as needed.

Job Qualifications

• Experience with scheduling or coordinating appointments is required.
• Previous administrative, office support, customer service, dispatch, or scheduling experience is preferred.
• Experience in the fire protection or construction industry is helpful but not required.
• Comfortable using Microsoft Outlook, Word, Excel, and learning new computer programs.
• Strong communication and customer service skills.
• Excellent organizational and time management skills with the ability to manage multiple priorities.
• Detail-oriented, dependable, and able to work well in a team environment.
• Friendly and professional when interacting with customers and coworkers.
• Must be able to pass a post-offer background check and drug screen.

This position is accepting resumes on an ongoing basis.

All qualified applicants with Western States Fire Protection Company will receive consideration for employment without regard to race, color, religion, sex, sexual orientation and gender identity, national origin or status as a qualified individual with a disability or protected veteran.

VEVRAA Federal Contractor