Sprinkler Administration Coordinator

2 weeks ago

Oshawa ON LH V, Canada Oak Ridge Building Solutions Inc. Full time

Position Overview

The Sprinkler Administration Coordinator plays a critical role in ensuring sprinkler inspections are scheduled, documented, reported, and billed accurately and on time. This position supports field technicians, internal management, and key clients by maintaining strong organization, communication, and reporting standards.

This role is essential to maintaining compliance, meeting client timelines, and supporting the overall success of the Life Safety division.

Key Responsibilities

Scheduling & Coordination

Prepare and distribute inspection notices and required inspection supplies/materials

Schedule annual and monthly sprinkler inspections

Send daily and weekly scheduling emails to inspection technicians, including:

Schedule layouts

Scope of work

Site details and special instructions

Inspection Administration

Create new job numbers and internal job threads for all sprinkler inspections

Track inspection progress and ensure jobs move through to completion

Ensure all inspection jobs are properly closed and billed on the annual inspection side

Cost out monthly and annual inspections accurately

Reporting & Documentation

Review sprinkler inspection reports for completeness and accuracy

Ensure reports are issued and forwarded to the appropriate internal contacts in a timely manner

Update reports and issue revised certificates once repairs are completed

Prepare and manage flow test / flow graph reports

Maintain organized digital records for inspections, reports, and certificates

Payroll & Expense Tracking

Compile and submit payroll hours for inspection technicians

Track and process technician kilometers and approved expenses

Ensure accuracy and alignment with inspection schedules and job records

Qualifications & Skills

Experience in construction, fire protection, life safety, or trade-based administration preferred

Strong organizational and time-management skills

Ability to manage high inspection volumes and tight deadlines

High attention to detail, particularly with reporting and billing

Confident written communication skills (emails, reports, scheduling notices)

Comfortable working with multiple internal stakeholders and field staff

Proficiency with office software and job management systems (training provided)

Why Join Oak Ridge

Be part of a growing, respected life safety organization

Play a key role supporting major institutional clients

Work in a structured but collaborative environment

Opportunity to grow with the company as volume and responsibilities expand

Job Type: Full-time

Pay: $44,370.36-$68,640.00 per year

Benefits:

  • Dental care
  • Extended health care
  • RRSP match

Work Location: In person

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