Inspections Department Scheduler

Job Description

The Inspections Department Scheduler is responsible for coordinating and maintaining the daily and future scheduling needs of the Inspections Department. The role will work closely with the Inspections Department Manager, field inspectors, Sales, and administrative staff to ensure inspections are scheduled efficiently and customer commitments are met.

This position is responsible for communicating with customers to coordinate inspection dates, assigning work based on inspector availability and qualifications, and maintaining an organized schedule that maximizes field productivity. The Scheduler must be able to manage changing priorities, customer requests, cancellations, and scheduling conflicts while ensuring the highest quality of service is delivered to both internal and external customers.

Essential Functions:

• Schedule and coordinate fire protection inspections with customers and field personnel

• Maintain daily, weekly, and future inspection schedules

• Contact customers by phone and e-mail to schedule and confirm inspection appointments

• Assign inspections based on technician availability, qualifications, location, and job requirements

• Review upcoming schedules to identify conflicts, open availability, and scheduling opportunities

• Coordinate schedule changes, cancellations, call-outs, and customer requests

• Work closely with the Inspections Department Manager to maximize technician utilization and department productivity

• Coordinate with Sales and administrative staff regarding new jobs, contracts, customer requirements, and scheduling needs

• Maintain accurate scheduling information and customer notes within ServiceTrade

• Ensure scheduled inspections contain the necessary job information and documentation for field personnel

• Assist customers with scheduling questions and provide timely follow-up

• Communicate scheduling changes and important job information to inspectors and appropriate department personnel

• Monitor unscheduled and upcoming inspection work to ensure customer commitments and required inspection frequencies are maintained

• Provide support as needed to Wayman employees and Managers

Competencies:

• Exceptional verbal, written, and listening skills

• Strong organizational and time-management skills

• Detail oriented, focused, and a self-starter

• Ability to manage multiple priorities in a fast-paced environment

• Strong problem-solving and decision-making skills

• Ability to communicate professionally with customers and field personnel

• Ability to work effectively both independently and as part of a team

• Comfortable making and receiving a high volume of customer phone calls and e-mails

• Proficient with computers and able to learn scheduling and service-management software

• Ability to adapt quickly to schedule changes and changing departmental priorities

Qualifications

• Prior experience in the Life Safety or Fire Protection industry (1–3 years) preferred, but not required

• Prior experience in a Customer Service or customer-facing role (2–5 years) preferred

• Prior experience in a Scheduling or Dispatch role supporting multiple field employees or technicians (2–5 years) preferred

• Strong organizational skills, including the ability to multitask, prioritize, and manage time effectively

• Strong collaboration and teamwork skills

• Strong attention to detail and ability to maintain accurate scheduling information

• Comfortable working in a fast-paced environment where priorities and schedules may change throughout the day

• Proficiency with Microsoft Office and general computer applications

• Experience with ServiceTrade or similar service-management/scheduling software preferred, but not required

Please note this job description is not designed to cover or contain a comprehensive listing of all activities, duties, or responsibilities required of the employee for this position. Duties, responsibilities, and activities may change at any time, with or without notice.

Additional Information

Benefits:

• Competitive salary commensurate with experience.
• Comprehensive health, dental, and vision insurance.
• Retirement savings plan with company match.
• Paid time off
• Opportunities for professional development and certification.

If you are a motivated individual with a passion for fire safety and security, we want to hear from you! 

Wayman provides equal employment opportunities to all employees and applicants for employment, without regard to race, color, religion, creed, gender, national origin, age, martial or veteran status, sexual orientation, or the presence of handicaps or disabilities.

All your information will be kept confidential according to EEO guidelines.

This is an in-person position; remote working options are NOT offered.

www.waymanfireprotection.com