Inspection Administrator

Firetrol Protection Systems; Oklahoma City (OK); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

Competitive wages

Top-of-the-line benefits

Health

Dental vision

Life insurance

Short and long term disability

Paid time off

401(k) with company match

Training and education opportunities

Career growth opportunities

Job summary

Firetrol Protection Systems in Oklahoma City is seeking a full-time Inspections Administrator to support excellent customer service for external and internal clients. The role focuses on coordinating inspections, invoicing, and keeping work orders up to date across inspection contracts.

The ideal candidate will have meticulous attention to detail, strong organizational and communication skills, and the ability to handle multiple tasks and software platforms confidently, including MS Office and

Qualifications

• Attention to detail is essential for accurate scheduling and invoicing.
• Strong organization and ability to manage multiple tasks.
• Excellent written and verbal communication with customers and colleagues.
• Ability to interact well with customers and employees and build relationships.
• Capable of adapting to changing priorities and multiple software systems.
• Proficiency with Microsoft Office: Outlook, Excel, Word.
• Experience in fire protection or similar role preferred.
• Understanding of construction environments and safe work practices.
• Solid general computer skills; familiarity with business software platforms.

Responsibilities

• Transfer work orders for Inspection Contracts and coordinate monthly workflows.
• Contact customers by phone with follow-up emails to schedule inspections.
• Review ageing inspection jobs and update status for completion or removal.
• Invoice inspections and suppression as work is completed or due per contract.
• Invoice Monitoring Contracts by the 5th of each month and verify pricing.
• Perform other duties as assigned by manager or supervisor.

Skills

Attention to detail

Organizational abilities

Professional communication

Interpersonal skills

Multitasking

Learning software platforms

Microsoft Office proficiency

Fire protection experience

Construction environment awareness

Computer skills

Microsoft Great Plains

ServiceTrade experience

Tools

Microsoft Great Plains

ServiceTrade

Job description

Firetrol, founded in 1984, is a national leader in fire protection and life safety services. We are currently seeking a full-time Inspections Administrator. The role of the Inspection Administrator is to help maintain excellent customer service to our external/internal customers.

Responsibilities:

1. Transfer work orders for all Inspection Contracts by or near the 20th of the month prior to the inspection due month, send WO to ST, change the Assets.
2. Contact customer, first by phone with a follow up email and coordinate a time to perform scheduled inspection services. On Suppression, this includes reviewing last year’s reports to verify what services are needed.
3. Review ageing inspection jobs and update them for completion or documented removal.
4. Invoice inspections and suppression as the jobs are completed in Service Trade or as they are due according to their contract. Example – monthly or quarterly invoicing. Inspection and monitoring invoices must be attached in Service Trade every month.
5. Invoice Monitoring Contracts by the 5th of each month. Verify the agreement and the contracted price prior to invoicing
6. Other duties as assigned by manager/supervisor.

Required Skills and Experience:

• Attention to detail is a MUST.
• Superior organizational abilities
• Outstanding professional communication skills – written and verbal
• Excellent interpersonal and relationship-building skills – for interacting with customers and employees alike
• Ability to manage multiple tasks and changing priorities
• Ability to quickly learn and adapt to multiple business software platforms
• Strong proficiency with Microsoft Office (Outlook, Excel, Word)
• Experience in fire protection or similar role preferred
• Have an understanding of construction environments and safe work practices.
• Strong computer skills are required.
• Experience with Microsoft Great Plains and ServiceTrade software preferred

Benefits:

• competitive wages
• top-of-the-line benefits
• health
• dental vision
• life insurance
• short and long term disability
• generous paid time off practice
• a 401(k) plan with a generous company match and immediate vesting
• sponsors training and education opportunities
• career growth opportunities, not just a job