Customer Service Coordinator

Company Description

Thank you so much for considering our company in your career search! Classic Fire + Life Safety is a leader in the fire protection and life safety industry because of our talented, knowledgeable, and motivated staff. We know that it is our people who make the difference, and we are looking to grow our team of passionate professionals. Interested in joining us?

Our goal is to partner with our customers, to ensure their building, and the people in them are safe, from new building construction activities, modernization activities, and demand for system upgrades, through to preventative maintenance and service.

Why join the Classic team?

CFLS is a caring company who values our staff.

CFLS is local and is part of the community.

CFLS is a full-service fire protection contractor.

A great working environment with opportunities for career advancement.

Comprehensive Group benefits.

Educational assistance program.

Employee referral bonus program.

Job Description

The Customer Service Coordinator is a full-time position responsible for coordinating and scheduling our Field Technician Services Team.

Task & Responsibilities:

Primary Accountabilities

Preparing, coordinating, and implementing 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 at least 2 weeks in advance, ensuring 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.  Involvement and adherence to RTG and Job Duration will assist with this requirement.

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 minimal 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

Invoicing of Service work: ITM, Deficiency Repairs, and Service Calls.

Provide our Office Operations Team with appointment information and documentation for job closeouts

Other duties as assigned

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 work-in-progress reports (weekly)

Provide Scheduling Status Updates to your supervisor/team (Daily)

Schedule sub-contractors and ensure materials are ready and proper paperwork is completed and received.

Other duties as assigned

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.

Qualifications:

Minimum 2 years’ experience in customer service, work planning, scheduling, dispatching, and redeployment type roles in service Industries

Ability to prioritize responsibilities, time management, people skills (communication) and teamwork are all necessary skills for success in this role.

Working knowledge of Fire & Life Safety Systems, Codes and Standards would be considered an asset

Working knowledge of fleet management practices would be considered and asset

Planning, scheduling, and detailed time management skills are a must

Organized, 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

Understanding and ability to work with enterprise-wide systems and applications

Good interpersonal skills with department staff and field technicians

Efficient and comfortable with technology and software applications

Team Player with strong communication skills through both written and oral

We thank all applicants who apply, but only those candidates who meet the above qualifications will be contacted for an interview.

Salary placement within the stated range is determined by evaluating the candidate’s relevant experience, skills, and qualifications, along with internal equity and prevailing market conditions. These factors are applied consistently to support transparent and equitable compensation practices in Ontario.

No part of our hiring process uses AI or automated screening technology, all candidate reviews and applications are evaluated manually and hiring decisions are completed by human staff, to ensure a fair and transparent assessment.