Inspections Administrator

Job Overview

The Inspections Administrator – Third Party/Subcontractor Coordinator is responsible for the daily administrative functions related to third-party vendors and subcontractor coordination. This role emphasizes teamwork, communication, and alignment with the core values and long-standing history of excellence within the fire protection industry.

Responsibilities and Duties

• Arrive to work on time and maintain consistent attendance
• Serve as the sole point of contact for all third-party and subcontractor inquiries
• Act as the primary liaison for field technicians regarding troubleshooting and reporting related to third-party inspections and subcontracted work
• Procure and coordinate subcontractors including General Fire, ABC, Shapiro, ABC Fire & Safety, Huneke, Penn Power, SSI, and Comtec
• Facilitate clear and timely communication between subcontractors and customers
• Maintain monthly spreadsheets for extinguisher and kitchen hood inspections
• Create jobs in ServiceTrade for kitchen hood, extinguisher inspections, and related repairs
• Track progress of jobs through the inspection department workflow process
• Work closely with scheduling coordinators to schedule third-party and subcontractor-supported inspections
• Coordinate subcontractor assistance for inspections as needed
• Interface with field personnel to ensure receipt and completion of inspection documentation
• Work closely with billing and invoicing coordinators to ensure accurate and complete invoicing processes
• Assist with billing inquiries when needed
• Provide accurate pricing information to subcontractors for new customer sales related to portable fire extinguishers and kitchen hood inspections/repairs
• Provide daily status updates to subcontractors regarding inspection completion
• Organize and maintain all third-party related documentation and records
• Attend monthly department meetings
• Meet bi-weekly with the Operations Support Supervisor
• Coordinate and facilitate quarterly meetings with subcontractors  
• Meet monthly with the sales manager to review third-party accounts
• Work with sales representatives regarding pricing for locations
• Perform monthly site visits to build relations with subcontractor and customers
• Ensure consistent communication and collaboration with all internal and external stakeholders

Qualifications

• High School Diploma or equivalent required; Associate’s or Bachelor’s degree preferred
• Experience in administrative support or coordination role
• Customer service experience preferred
• Proficient in Microsoft Office (Word, Excel, etc.)
• Strong verbal and written communication skills
• Excellent phone and email etiquette