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Scheduling Coordinator

2 weeks ago

Cambridge, Canada Classic Fire + Life Safety Full time

**Company Description**

**IT STARTED WITH A COMMON MISSION - TO PROTECT PEOPLE**

This mission is the reason why two organizations joined forces in 2021 to create Classic Fire & Life Safety - comprising the strength of all partners, united in one, clear mission.

In June 2021, Classic Fire Protection and FCFP began a journey to come together to create a new, stronger partnership with the intention of continuing to grow with and through new partners if and when the decision to do so would be beneficial to stakeholders - partners, employees and, most critically, customers.

Supported by our values and leadership team, forged by our shared history, we’ve become the contractor of choice for high quality, professionally installed, inspected and serviced fire and life safety systems and equipment - solutions that play an essential role to ensure the safety of both our clients’ facilities and the people inside.

**Job description**

The Scheduling Coordinator is motivated, and knowledgeable in the field of Mobile Inspection Services Scheduling and Coordination, with a strong technical and time-management focus to support the company’s field service operations. This job description is to be used as a guideline only and may not incorporate all functions of the job.

**DETAILED DESCRIPTION**
The Scheduling Coordinator is a full-time position responsible for coordinating and scheduling our Field Inspection Services Team and will be responsible for the following tasks:
**PRIMARY ACCOUNTABILITIES**
- Preparing, coordinating, and implementing, inspections schedules for our mobile Fire & Life Safety Inspections Services Team at the prescribed intervals to meet scheduling KPI’s
- Effectively communicate with our field staff, customers, contractors, vendors and external resources on date/time and details regarding field service appointments
- Assess job readiness, and ensure all scheduled jobs are verified with customers at prescribed intervals prior to field deployment
- Maintain all appointment, software, and system records to ensure they are accurate and updated (i.e. site contacts, scope of work & deliverables, equipment and tooling needs, reports, etc.)
- Ensure field service staff are effectively and efficiently scheduled, so that appointment scopes align with technician/fitter skills required to complete the work, and to avoid scope creep
- Work with Scheduling Supervisor, Service Managers, and Field Service Staff to ensure appropriate time is allocated to inspection service jobs
- Work closely with the clients, Scheduling Supervisor, Service Managers, and Field Service Staff to ensure our Fire & Life Safety Inspections are completed on-time and error free, with mínimal return visits
- Communicate all relevant information concerning next steps and timelines to the customer, AHJ’s, contractors and leadership
- Track open jobs to ensure appointments and service orders are moving forward as quickly and efficiently as possible
- Create, track, maintain, verify, and close all service appointments, and service schedules in our ERP and supporting software
- Provide our Office Operations Team with the necessary appointment information and documentation for job closeouts

**SECONDARY ACCOUNTABILITIES**
- Ensure clients record are accurate an updated in our ERP, Inspection Reporting Platforms, Network Drives, and Files
- Work closely with the Scheduling Supervisor, and Service Managers in the mapping our new business appointments, and complex inspection services jobs
- Work with the Scheduling Supervisor, and Service Managers to address inspection work-in-progress reports (weekly)
- Provide Scheduling Status Updates to your supervisor/team (Daily)

**SYSTEMS AND APPLICATIONS**
- Scheduling system management and administration
- The understanding and daily use of our ERP (Acumatica), financial systems, appointment systems, scheduling and reporting. Our Inspection Reporting Software Systems for Inspection Reporting accuracy. Our Certification Tracking systems, equipment tracking systems, security clearance and safety tracking systems for scheduling accuracy.
- GPS Tracking Software review and administration for efficient and effective routing.

**SKILLS AND ATTRIBUTES**
- Planning, scheduling, and detailed time management skills are a must
- Strong attention to details and record keeping focus to ensure division’s scheduling needs
- Able to process documentation and understand completeness formatting and consistency requirements
- Keep informed of scheduling system revisions and upgrades
- Good interpersonal skills with department staff and field technicians
- Strong communication skills through both written and oral

**QUALIFICATIONS**
- Minimum 2 years’ experience in work planning, scheduling, dispatching, and redeployment type roles in service industries
- Working knowledge of Fire & Life Safety Systems, Codes and Standards would be considered an asset
- Working knowledge of fleet management practices would be