The Scheduling Coordinator and Office Administrator is a motivated, highly organized, and personable individual willing to contribute his/her experience and expertise in the area of customer service in our Cambridge Branch.  The Scheduling Coordinator & Office Administrator organizes and facilitates the completion of all small contracts and deficiencies that that are derived through our service department. In addition, prepares and schedules FCFP’s inspectors in the area of fire alarm and sprinkler inspections. The individual is a team player and a vital member of FCFP’s Customer Care Team.  Organization and communication are key factors for scheduling and preparing final paperwork, while ensuring we are “making life safety simple” to our customers and service team.

The Scheduling Coordinator and Office Administrator is a full-time position.  He/she will be responsible for the following tasks:

Inspections – Scheduling & Job Preparation:

• Effectively communicate with our customers the dates and details of their upcoming inspections.
• Oversee, schedule and ensure the completion of annual inspections and recurring monthly, Bi-monthly, quarterly & semi-annual inspections.
• Prepare & post weekly schedule of inspections for field staff.
• Prepare required paperwork to field staff for their scheduled inspections providing field staff with necessary required inspection information needed to complete our scope of work.
• Maintain prepared inspection information in drop box folders for technicians and fitters.
• Trouble-shoot day-to-day phone calls from technicians regarding schedules
• Schedule and oversee subcontractors as required to complete inspections.
• Work closely with the Reports Coordinator to ensure completed customer reports, invoicing and deficiency quotes are sent out within company mandates requirements.
• Coordinate work in conjunction with Service Managers and/or Technician where appropriate.
• Communicate with the appropriate local jurisdiction/authorities when required.
• Assist with customer inquiries.
• Other office duties as assigned by Customer Service Manager

 
Contract Coordination & Scheduling:

• Receive new contracts from small sprinkler, fire alarm and deficiency jobs
• Review scope of work, customer requirement and timeline and work with service managers to schedule job
• Schedule sub-contractors and ensure materials are ready.
• Follow up with customer with scheduling information.
• Confirm with service manager which field staff will perform job and schedule accordingly
• Prepare schedule (as info is available), providing field staff with job information. Service Manager to ensure field staff understand the scope of work
• Follow up with customer to verify job is complete and/or have any further questions.
• Send completed jobs through for invoicing.
• Follow up with Service Managers on WIP (work in progress)

Administrative:

• Gather paperwork/work orders for jobs and prepare for invoicing
• Collect timesheets from field staff.  Review for accuracy and submit
• Match up Mastercard receipts
• Other administrative duties as required

Qualifications:

• Motivated to be a part of and contribute to a positive team environment
• Able to prioritize work, and meet deadlines
• Ability to work independently 
• Very strong organizational and communication skills for people and information
• Efficiency in Word, Excel, Outlook
• Knowledge in the sprinkler and fire alarm industry an asset
• Strong interpersonal (friendly & outgoing) skills with staff and customers

Application Process:

If you want to work for an exciting, growing, dynamic company and have the necessary qualifications please submit your resume by email to careers@fcfp.ca along with wage expectations.