Inspection Operations Coordinator

Grunau Company; New York, Northern (NY, KY); Hybrid; USD 28,000 - 40,000; Full time

Benefits offered by this job

Competitive pay

Comprehensive benefits

Career growth opportunities

Job summary

W&M Fire Protection Services is seeking an experienced Inspection Administrator in Hawthorne, NY. You will support the day-to-day operations of the Inspection Department, handling billing, reporting, licensing support, and scheduling.

The ideal candidate has 3+ years of office administration experience, with strong organizational and communication skills, and a willingness to learn our systems quickly.

Qualifications

• High School Diploma or GED required; Associate's Degree preferred.
• 3+ years of office administration experience; 5+ years preferred.
• Experience in fire protection, life safety, or construction industries is strongly preferred.
• Experience with billing, dispatch, scheduling, or service coordination is a plus.
• Proven ability to learn new systems quickly and operate with minimal ramp-up time.
• Strong computer skills; ERP experience is a plus.

Responsibilities

• Manage billing for inspection work, ensuring invoices are accurate and timely.
• Prepare and submit inspection reports to customers and authorities weekly.
• Provide inspection and licensing support, tracking certifications and renewals.
• Create and dispatch work orders to inspectors and technicians.
• Support customer subscription accounts, renewals, and service touchpoints.
• Schedule preventative maintenance visits and ensure compliance with NFPA/local codes.
• Contact customers to schedule, confirm, and reschedule appointments.
• Run reports to support inspection workflows and management reporting.
• Maintain accurate customer and system information in databases.
• Coordinate activities with inspectors, service department, and inspection team.
• Assist in gathering information for each job (POs, tax-exempt forms, insurance).
• Scan and upload documents to the online storage system.
• Support Billing and Inspection Manager with special projects.

Skills

Organizational skills

Attention to detail

Customer service

Communication skills

Multitasking

Learning new systems

Driver's license

Education

High School Diploma or GED

Associate's Degree preferred

Tools

Microsoft Office

ERP systems

Job description

W&M Fire Protection Services is seeking an experienced Inspection Administrator in Hawthorne, NY. You will support the day-to-day operations of the Inspection Department, handling billing, reporting, licensing support, and scheduling.

The ideal candidate has 3+ years of office administration experience, with strong organizational and communication skills, and a willingness to learn our systems quickly.