Fire Protection Project Coordinator

TFP1, inc; Syosset (NY); On-site; USD 73,000 - 79,000; Full time

Job summary

Total Fire Protection in Woodbury, NY is seeking a Project Expeditor to coordinate documentation, schedules, and compliance from proposal through project completion. This clerical, full-time role supports the Projects team and ensures timely progress.

The ideal candidate has 3+ years in project coordination, strong communication, and MS Office proficiency; a Bachelor’s degree is preferred. Join a team focused on safety, reliability, and client service.

Qualifications

• Three or more years of related project coordination, expediting, construction administration, fire protection, security, or compliance experience preferred.
• Bachelor’s degree preferred, or equivalent combination of education and relevant work experience.
• Experience coordinating inspections, permit filings, compliance documentation, project schedules, budgets, and stakeholder communication preferred.
• Strong attention to detail, organization, follow-through, and ability to manage multiple priorities in a fast-paced environment.
• Excellent written and verbal communication skills with customers, vendors, contractors, inspectors, and internal teams.

Responsibilities

• Coordinate contracts, subcontracts, approvals, insurance documentation, vendor requirements, and customer onboarding activities.
• Support project execution by scheduling, confirming, dispatching, and tracking field work after proposal approval.
• Coordinate with project managers, customers, contractors, vendors, technicians, inspectors, engineers, FDNY/DOB representatives, and other stakeholders to support timely project progress and site readiness.
• Prepare, submit, and monitor FDNY filing applications and related documentation, ensuring accurate follow-up and compliance tracking.
• Maintain project files, schedules, meeting details, memos, reports, budgets, and other documentation to support accurate project records and communication.
• Track project status, expenses, resource allocation, risks, and follow-up actions to help ensure projects remain organized and on schedule.
• Prepare project updates, reports, and PowerPoint presentations for internal meetings, leadership discussions, and customer-facing communication as needed.
• Support process and SOP updates to maintain alignment with NYC laws, FDNY and DOB regulations, customer requirements, and company software workflows.
• Administer post-award bid activities and prioritize follow-up for contracts, bids, insurance, and compliance items.

Skills

Attention to detail

Communication

Problem solving

Multitasking

Independent work

Education

Bachelor’s degree preferred

Tools

Microsoft Office

Outlook

Word

Excel

PowerPoint

Job description

Total Fire Protection in Woodbury, NY is seeking a Project Expeditor to coordinate documentation, schedules, and compliance from proposal through project completion. This clerical, full-time role supports the Projects team and ensures timely progress.

The ideal candidate has 3+ years in project coordination, strong communication, and MS Office proficiency; a Bachelor’s degree is preferred. Join a team focused on safety, reliability, and client service.