Project Expeditor

ADP; Town of Woodbury (NY); On-site; USD 73,000 - 79,000; Full time

Job summary

Total Fire Protection is seeking a Project Expeditor in Woodbury, NY. The role supports the Projects team by coordinating documentation, schedules, and compliance, ensuring timely follow-up from proposal through project completion.

The successful candidate will coordinate with project managers, customers, contractors, vendors, inspectors, and authorities to maintain accurate records and drive project progress while upholding company core values and responsibilities.

Qualifications

• Three (3) 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 the ability to work effectively with customers, vendors, contractors, inspectors, and internal teams.
• Strong problem-solving, planning, and analytical skills with the ability to work independently and collaboratively.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.

Responsibilities

• Live Our Values!
• Understand Total Fire Protection’s strategy, business, and growth initiative
• Coordinate contracts, subcontracts, approvals, insurance documentation, vendor requirements, and customer onboarding activities in accordance with Company and customer requirements
• 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.
• Provide general administrative support to the Projects department and assist with other responsibilities as assigned.

Skills

Project coordination

Expediting

Construction administration

Fire protection

Regulatory compliance

Customer liaison

Documentation management

Communication

Attention to detail

Microsoft Office

Education

Bachelor’s degree preferred

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Project Expeditor

Full Time Clerical Woodbury, NY, US

Salary Range: $72,500.00 To $78,500.00 Annually

At Total Fire Protection, we exist to save lives and protect what matters most. You won’t just be a team member at Total Fire Protection, but a valuable contributor.

Our vision is to become the best fire protection services company in the country by being the most trusted , reputable , and integrated provider of essential fire protection services

Our Company culture has been built on the foundation of our CORE VALUES that define “Who We Are” and we hold each other accountable to these CORE VALUES. Our Five-Alarm Growth represents our commitment to embracing change, evolutionary action, continuous learning, constant improvement, and full engagement. We place the priorities of our Team First and our team members back it up through Do What You Say! execution. Total Fire Protection believes that Do the Right Thing! builds loyalty, trust, and respect because We Care about our team members, our customers, and our community.

The Project Expeditor supports the Projects team by coordinating documentation, schedules, compliance requirements, vendor information, customer contracts, FDNY filings, and inspection activity. This role helps keep projects moving by facilitating communication among project managers, field teams, customers, contractors, vendors, inspectors, and local authorities. Reporting to the Senior Director of Projects, the Project Expeditor plays a key role in maintaining accurate records, supporting regulatory compliance, and ensuring timely follow-up from proposal approval through project completion.

Essential Duties and Responsibilities:

• Live Our Values!
• Understand Total Fire Protection’s strategy, business, and growth initiative
• Coordinate contracts, subcontracts, approvals, insurance documentation, vendor requirements, and customer onboarding activities in accordance with Company and customer requirements
• 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.
• Provide general administrative support to the Projects department and assist with other responsibilities as assigned.

Requirements:

• Three (3) 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 the ability to work effectively with customers, vendors, contractors, inspectors, and internal teams.
• Strong problem-solving, planning, and analytical skills with the ability to work independently and collaboratively.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.

Total Fire Protection is an Equal Opportunity Employer and does not discriminate against any applicant on the basis of race, color, religion, national origin, gender, marital status, age, disability, sexual orientation, military/veteran status, or any other status protected by Federal or State law or local ordinance.