Inspections Coordinator

Fortis Fire & Safety; Clearwater (FL); On-site; USD 45,000 - 65,000; Full time

Job summary

Fortis Fire & Safety is seeking an organized Inspections Coordinator in Clearwater, FL to schedule fire protection inspections, testing, and preventive maintenance for sprinkler, alarm, and suppression systems.

You will coordinate with customers, technicians, and office staff, manage work orders, ensure proper qualifications, and maintain accurate records while delivering excellent service in a fast-paced environment.

Qualifications

• Experience in scheduling, dispatching, or service coordination.

Responsibilities

• Schedule and coordinate inspections, testing, and maintenance.
• Contact customers to schedule appointments.
• Prioritize schedules based on contracts and due dates.
• Coordinate daily schedules considering location and licenses.
• Monitor workloads and adjust as needed.
• Maintain work orders and customer records in systems.

Skills

Scheduling

Customer service

Time management

Communication

Multitasking

Education

High school diploma/GED

Associate degree preferred

Tools

ServiceTrade

Salesforce

ServiceTitan

Housecall Pro

Job description

We do not accept unsolicited resumes from third-party agencies. Resumes submitted without prior approval from our Talent Acquisition team will not be eligible for placement fees.

Company Overview

At Fortis Fire & Safety, we provide industry-leading fire protection & security services across the United States. Our ever-growing footprint can be seen in California, Florida, North Carolina, and Chicago, and we are acquiring new brands all the time.

We are proud to work together as one team under the Fortis Fire & Safety family, which includes CJ Suppression, Diversified Systems, Inc., Integrated Fire & Security Solutions, LaMarco Systems, LifeSafety Management, Piper Fire Protection, and VFS Fire & Security Services. United by a shared mission, we deliver comprehensive fire protection and security solutions nationwide.

Joining Fortis means becoming part of a nationwide, next-generation fire protection company. We’re dedicated to a People-First philosophy, where we invest in our team through training and development, as well as a competitive benefits package. In return, we expect the very best from each of our employees every day.

Here at Fortis ... benefits package that includes:

• Paid vacation and sick time
• Company Paid Holidays
• Additional paid time off for life events (e.g., jury duty, bereavement)
• Competitive compensation
• 401(k) retirement plan with competitive company match
• Medical, Dental, and Vision insurance
• Short-term/Long-term disability insurance
• Life Insurance
• Career Advancement Opportunities and more!

**This is a general overview of benefits. Specific eligibility and coverage details will be provided during the hiring process**

Job Summary

Piper Fire Protection is seeking a highly organized and customer-focused Inspections Coordinator to support our inspection operations team in Clearwater, FL. This role is responsible for scheduling and coordinating fire protection inspections, testing, preventative maintenance services, and related field activities for fire sprinkler systems, fire alarms, suppression systems, and fire extinguishers.

The ideal candidate has experience in scheduling, dispatching, customer service, or field service operations and excels in a fast-paced environment. This position plays a critical role in coordinating inspection scheduling, communicating with customers, optimizing technician scheduling and utilization, and ensuring services are assigned to appropriately qualified technicians. The Inspections Coordinator works closely with both office personnel and field staff to support operational goals, maintain compliance requirements, and deliver exceptional customer service.

This position is primarily office-based and involves prolonged periods of computer work, frequent communication with customers and field personnel by phone and email, and regular use of scheduling, service management, and office software systems. The role requires strong attention to detail, effective multitasking, the ability to manage competing priorities, and occasional lifting of office materials up to 15 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Essential Duties and Responsibilities

• Schedule and coordinate fire protection inspections, testing, preventative maintenance services, and related field activities.
• Contact customers by phone and email to schedule inspection appointments and confirm service visits.
• Prioritize monthly inspection schedules based on contract requirements, due dates, customer needs, geographic routing, and operational efficiency.
• Coordinate daily schedules based on customer needs, technician availability, geographic location, workload, and required licenses, certifications, and job-specific qualifications.
• Monitor technician workloads and adjust schedules as necessary to accommodate changing customer needs and service demands.
• Ensure technicians assigned to work orders possess the appropriate qualifications, certifications, and skill sets necessary to complete the required inspections and testing.
• Coordinate rental equipment, materials, and parts required for scheduled inspection and service work.
• Maintain and administer technician on-call schedules for after-hours emergency response, as needed.
• Serve as a primary point of contact for customers regarding inspection scheduling, service requests, appointment confirmations, and status updates.
• Communicate proactively with customers, property managers, and stakeholders regarding upcoming inspections, technician arrival times, scheduling changes, and service completion status.
• Resolve scheduling conflicts, customer concerns, and service-related inquiries in a professional and timely manner.
• Work closely with office personnel, inspection staff, technicians, and management to support efficient workflow coordination and successful completion of scheduled inspections.
• Create, process, and maintain work orders, inspection schedules, and customer records within the company's service management and CRM systems.
• Learn, navigate, and effectively utilize company scheduling, inspection, and service management software platforms.
• Review technician inspection reports for accuracy and completeness.
• Track inspection deficiencies, document findings, and coordinate with internal sales or service teams for follow-up repair recommendations and quotations.
• Submit required inspection and compliance documentation to customers, local authorities having jurisdiction (AHJs), or third-party reporting platforms, when applicable.
• Maintain accurate customer records, service histories, scheduling data, and inspection documentation.
• Support departmental goals by identifying opportunities to improve scheduling efficiency, technician utilization, customer satisfaction, and operational performance.
• Perform other related duties as assigned.

Required Skills & Qualifications

• High school diploma or GED required; Associate's or Bachelor's degree preferred.
• Minimum of 1-3 years of experience in scheduling, dispatching, service coordination, customer service, logistics, field service operations, or a related administrative role.
• Strong proficiency with Microsoft Office Suite, including Outlook and Excel.
• Experience using field service management, dispatching, work order, or CRM software such as ServiceTrade, Salesforce, ServiceTitan, Housecall Pro, or similar platforms.
• Ability to quickly learn and adapt to new software platforms, scheduling systems, and business applications.
• Strong organizational, time management, and multitasking skills.
• Excellent verbal and written communication skills.
• Strong customer service skills with confidence communicating professionally by phone and email.
• Ability to prioritize multiple tasks and work effectively in a fast-paced environment.
• Ability to evaluate scheduling priorities and make decisions based on due dates, technician qualifications, customer needs, and route efficiency.
• Strong attention to detail and commitment to data accuracy.
• Ability to collaborate effectively with office personnel, field staff, and management in a team-oriented environment.
• Knowledge of local geographic routing and scheduling best practices preferred.

Preferred Qualifications

• Experience in the fire protection, fire alarm, fire sprinkler, HVAC, electrical, mechanical, construction, plumbing, or related service industries.
• Familiarity with NFPA standards, inspection schedules, and fire protection system testing requirements.
• Experience coordinating field technicians for commercial inspection or service operations.
• Understanding of service dispatching, preventative maintenance scheduling, recurring inspection programs, and compliance reporting.
• Familiarity with technician licensing requirements, certifications, and trade-specific qualifications within the fire protection industry.

This role may require extended periods of sitting or standing, movement around the office or job site, and operation of standard equipment. Physical activities can include reaching, bending, kneeling, climbing, and lifting up to 75 lbs. Field positions may involve heavy lifting, working in varying climates (including outdoor conditions), construction or low‑voltage environments, and exposure to dust, noise, or confined spaces. Personal protective equipment (PPE) may be required. Some roles may require travel.

Fortis Fire & Safety Inc. is an Equal Opportunity Employer. Employment decisions are based on qualifications, merit, and business needs. We do not discriminate on the basis of race, color, religion, sex, gender identity or expression, sexual orientation, age, national origin, disability, veteran status, genetic information, or any other status protected by applicable federal, state, or local law. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations are available for individuals with disabilities to perform the essential functions of their jobs. Employment is contingent upon successful completion of job‑related pre‑employment screenings, which may include a background check and/or drug testing, in accordance with applicable laws.

Fortis Fire & Safety provides required federal, state, and local labor law notices to all applicants.

Applicants may review the following notices at any time:

Fortis Fire & Safety Inc. participates in E‑Verify. We use E‑Verify to confirm the identity and employment eligibility of all new hires. For more information, visit https://www.e-verify.gov