Service and Inspection Coordinator at Intelligent Fire Systems Solutions Inc – Anaheim, California

Job Title: Service and Inspection Coordinator
Company Name: Intelligent Fire Systems & Solutions (IFSS)
Pay Range: $25.00 $30.00+ per hour (based on experience)
Department: Service
Location: Anaheim, CA
Reports To: Service Manager
FLSA Status: Non-Exempt
Industry: Construction Services / Fire Protection (Commercial, Industrial, Government or Federal, Union)

Intelligent Fire Systems & Solutions (IFSS) is seeking a highly organized and detail-oriented Service and Inspection Coordinator to support our Service Department operations. This role is essential to ensuring seamless scheduling, accurate documentation, timely invoicing, and exceptional customer service.

The Service and Inspection Coordinator serves as the operational backbone of the service teamcoordinating technician schedules, managing compliance documentation, maintaining service accounts, and supporting invoicing accuracy. If you thrive in a fast-paced environment where precision and accountability matter, this is an opportunity to play a vital role in protecting lives and property through fire-life safety systems.

Intelligent Fire Systems & Solutions (IFSS) is a fire-life safety construction and service company founded in 2014 with one clear purpose: to protect lives, property, and peace of mind. Built on decades of industry expertise, IFSS delivers fire alarm, very early warning, and life-safety solutions with precision, care, and an uncompromising commitment to doing the work the right wayevery time.

At IFSS, life safety is more than a trade; it is a responsibility we take personally. Our culture is grounded in quality craftsmanship, integrity in action, accountability, reliability, and a relentless pursuit of excellence. From design and installation to inspections and long-term compliance support, we take pride in delivering exceptional experiences for our clients.

Fire, Life, & Your Safety. Always.

• Schedule Coordination

  • Organize and manage service appointments, inspections, and maintenance schedules for technicians.

  • Set up new service calls and accurately input project details and scope of work.

  • Review technician time against scheduled work to ensure timecard accuracy.

• Client Communication

  • Serve as the primary point of contact for service requests, inspections, and follow-ups.

  • Provide professional, responsive customer service throughout the service lifecycle.

• Documentation & Compliance

  • Maintain accurate service and inspection records in compliance with local, state, and federal regulations.

  • Prepare and distribute inspection certificates and reports.

  • Ensure all documentation meets local Authority Having Jurisdiction (AHJ) requirements.

  • Stay informed on industry codes and standards related to fire alarm systems.

• Technician & Operational Support

  • Provide technicians with necessary job details, resources, tools, and parts.

  • Maintain service account web portals to ensure compliance and accuracy.

  • Procure and manage parts and supplies, coordinating with vendors for timely delivery.

• Invoicing & Reporting

  • Prepare accurate service invoices based on technician time, materials, and work performed.

  • Generate ad-hoc reports as requested by management.

• Training & Team Support

  • Assist in onboarding and training new team members on service coordination processes.

  • Perform additional duties as assigned to support department operations.

• Education & Experience

  • High school diploma or equivalent required.

  • Associate degree or relevant certification preferred.

  • Previous experience in service coordination, scheduling, or similar administrative role required.

  • Fire protection or life-safety industry experience preferred.

• Technical Skills

  • Proficiency in Microsoft Office Suite.

  • Strong data entry and financial calculation accuracy.

  • Experience scheduling service calls and managing technician calendars.

  • Ability to prepare inspection documentation and service invoices.

  • Working knowledge of fire alarm systems and related codes preferred.

• Soft Skills

  • Strong attention to detail and organizational ability.

  • Excellent communication skills with internal teams and customers.

  • Ability to multitask and manage multiple deadlines.

  • Customer-service mindset with professional follow-through.

  • Strong problem-solving skills and proactive attitude.

• Competitive hourly compensation ($25$30+ per hour)

• Medical insurance options

• Paid Time Off (vacation, sick leave, and holidays)

• Ongoing training and professional development opportunities

• Career growth within a fast-growing fire-life safety company

• Supportive, purpose-driven team environment

• Full-Time

• Monday through Friday

• Standard business hours (occasional overtime or schedule adjustments may be required to support service operations and customer needs)

• In-office position based in Anaheim, California

• Primarily office-based environment with frequent computer and phone use.

• Extended periods of sitting and computer work.

• Frequent data entry and use of standard office equipment.

• Fast-paced environment requiring strong multitasking skills.

We are proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other legally protected status.