Job Description
Overview
We are seeking a highly organized and dependable Service Scheduler / Administrative Coordinator to join our growing team. This position plays a key role in supporting our service and construction department by coordinating technician schedules, handling customer communication, and assisting with daily administrative operations within the fire alarm and low voltage industry, including but not limited to material ordering/tracking.
The ideal candidate is detail-oriented, able to multitask in a fast-paced environment, and provides excellent customer service while supporting technicians, project managers, and company leadership.
Responsibilities
- Schedule and coordinate daily service calls, inspections, preventative maintenance, and emergency service requests for field technicians.
- First line of communication, answering phones and relaying messages. Answering door anc accepting deliveries.
- Communicate with customers to confirm appointments, provide scheduling updates, and respond to service-related inquiries.
- Dispatch technicians efficiently based on workload, location, and project priorities.
- Create and maintain work orders, service tickets, inspection reports, and customer records.
- Track technician progress and update schedules as needed throughout the day.
- Assist with preparing proposals, service agreements, billing documentation, and invoices.
- Process incoming calls, emails, and customer requests in a professional and timely manner.
- Maintain organized electronic and physical project/service files.
- Coordinate permit applications, inspection scheduling, and AHJ documentation when required.
- Assist management with reporting, data entry, purchasing, and general office administration duties.
- Order and track materials and equipment for service-related work.
- Support project managers and service managers with administrative tasks and customer follow-up.
- Ensure all documentation is completed accurately and submitted on time.
- Help maintain compliance records for fire alarm inspections and service activities.
Qualifications
- High school diploma or equivalent required.
- Previous scheduling, dispatching, administrative, or customer service experience is a must.
- Experience in the fire alarm, electrical, construction, or low voltage industry is a plus.
- Strong organizational and multitasking skills.
- Excellent verbal and written communication skills.
- Proficient in Microsoft Office (Outlook, Excel, Word) and general computer systems.
- Ability to work in a fast-paced environment and manage changing priorities.
- Strong attention to detail and accuracy.
- Professional attitude and customer-focused mindset.
- Ability to work independently and as part of a team.
- Regular, reliable, predictable attendance.
Preferred Qualifications:
- Experience with service management or dispatch software.
- Familiarity with fire alarm inspections, service processes, or low voltage systems.
- Understanding of scheduling technicians in a field service environment.
HCI Systems Inc. is a licensed C-7, C-10 and C-16 low voltage systems integration contractor offering a full spectrum of services including sales, engineering, installation, service, and maintenance with over 600 employees in our seven branches. We offer fire life safety, fire suppression, fire sprinkler, access control, video management, intrusion detection, structured cable, nurse call and other related electronic detection solutions to our customers.
Why Join Us?
- Unlimited Growth – Our expanding product lines and markets drive consistent double-digit growth, creating ongoing opportunities for advancement.
- Comprehensive Benefits – Enjoy 401(k) with matching, reduced-cost medical, dental, and vision insurance, plus flexible spending accounts. Additional voluntary benefits include life insurance, disability, and accident coverage.
- Paid Time Off – Recharge with paid holidays and our PTO plan
- Weekly Pay – Get paid every Friday.
- Employee Perks – From appreciation events and department outings to wellness programs and pet insurance, we invest in our team’s well-being.
Equal Employment Opportunity
HCI is an equal opportunity employer. We will not unlawfully discriminate against qualified applicants or employees with respect to any terms and conditions of employment and give equal opportunity considerations to applicants and employees regardless of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth, related medical conditions and lactation), gender identity or gender expression, sexual orientation, marital status, military service and veteran status, disability, protected medical condition as defined by applicable state or local law, genetic information, or any other characteristic protected by applicable federal, state, or local laws and ordinances (“Protected Classifications”). HCI will reasonably accommodate employees and applicants with disabilities as required by law, if the person is otherwise qualified to perform all the essential functions of the position safely and competently.