Project Expeditor: Fire Protection Projects Coordinator

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

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.