Service Coordinator

Job DetailsJob Location: 9475 Chesapeake Drive SD Division - San Diego, CA 92123Salary Range: $25.00 - $30.00 HourlyWho We Are Symons Fire Protection, Inc. is a premier, full-service fire-life safety contractor based in San Diego, CA. For over 30 years, we have specialized in the design, installation, inspection, and maintenance of residential and commercial fire sprinkler and fire alarm/low voltage systems across Southern California. We pride ourselves on operational excellence, high-quality craftsmanship, and unwavering safety standards. We believe our people are our greatest asset, and we are committed to providing opportunities for employees to learn, grow, and build a rewarding career in the fire protection industry. As a Fire Sprinkler Service Coordinator, you will play an important role in supporting the planning, coordination, communication, and successful completion of fire sprinkler projects. You will work closely with Project Managers, field personnel, customers, and multiple internal departments to help keep projects organized, properly documented, and moving forward on schedule. How We’ll Take Care of You 401(k) + Company Matching Medical, Dental, Vision, Life, and AD&D Insurance, including FREE Employee Only premium for SIMNSA and Kaiser Permanente Bronze Base medical plans Vacation, Holidays, Birthday Holiday, and Sick Pay Discretionary Bonus Program Training and professional development opportunities Opportunities to learn and advance within the fire protection industry Company Celebrations, including summer picnic and holiday events Employee Referral Program FREE Employee Assistance Plan (EAP) FREE Onsite Gym FREE premium coffee and snacks Compensation Competitive salary based on experience, qualifications, and demonstrated proficiency in project coordination and administrative responsibilities. Job Summary We are seeking a highly organized, analytical, and proactive Fire Sprinkler Service Coordinator to support the coordination and administration of a wide range of fire sprinkler projects. This position supports projects from initial planning through completion and may include residential, commercial, new construction, and tenant improvement projects. The Service Coordinator will assist Project Managers with day-to-day project responsibilities, coordinate information between departments, communicate with customers as needed, monitor project management software, and help ensure projects remain organized, current, and on track. The successful candidate will possess excellent organizational, communication, collaboration, and problem-solving skills. This position requires an individual who can effectively manage multiple priorities, proactively identify outstanding items, work confidently with limited supervision, and maintain accurate project information. The Fire Sprinkler Service Coordinator will also assist with residential bids and is expected to develop a strong working knowledge of the company's project management processes, procedures, and software. Core Responsibilities 1. Project Coordination & Administrative Support Assist Project Managers with their overall project responsibilities and provide backup support as needed. Assist with the planning and coordination of fire sprinkler projects from start to finish. Support residential, commercial, new construction, and tenant improvement projects. Help coordinate project activities to ensure work is completed in a timely, organized, and efficient manner. Track project information, deadlines, deliverables, and outstanding items. Proactively identify potential delays, missing information, or project issues and communicate them to the appropriate team members. Assist with general office and administrative functions necessary to achieve company and departmental goals. Prepare detailed reports and project documentation as requested. Attend departmental and project meetings as required. 2. Project Management Software & Documentation Maintain accurate and up-to-date project information within the company's project management software. Become highly proficient in the company's project management software, including BuilderTrend. Monitor project activity and ensure required information, documentation, tasks, and updates are entered and maintained appropriately. Keep projects current by monitoring present requirements as well as upcoming and future project needs. Ensure team members are completing required tasks and maintaining accurate project information within the software. Assist with maintaining organized project files and records. Identify missing, outdated, or incomplete project information and follow up with the appropriate personnel. Support the consistent use of company project management procedures and systems. 3. Resource & Department Coordination Assist Project Managers in determining project resource requirements, including manpower, equipment, and materials. Coordinate information and data flow between Project Management, Operations, Service, Installation, Estimating, Purchasing, Accounting, and other departments as needed. Help ensure departments have the information necessary to meet project requirements and deadlines. Facilitate communication between departments to help prevent delays and maintain project continuity. Monitor project needs from initial planning through completion and communicate upcoming requirements to the appropriate teams. Support project scheduling and coordination as directed by Project Managers. 4. Customer Communication Serve as a general point of contact for customers and internal departments regarding projects as needed. Communicate professionally and effectively with customers, property representatives, contractors, vendors, and internal team members. Provide project updates and information within the scope of assigned responsibilities. Direct customer questions or concerns to the appropriate Project Manager or department when necessary. Follow up on outstanding information, approvals, documentation, and other project-related requirements. Maintain a professional and customer-focused approach in all communications. 5. Team Performance & Accountability Monitor project team performance within the company's project management software. Follow up with team members regarding outstanding tasks, updates, documentation, and deadlines. Help ensure project procedures are consistently followed. Communicate project status and outstanding items to Project Managers and department leadership. Proactively address issues before they become project delays whenever possible. Work collaboratively with multiple departments to maintain project momentum and accountability. 6. Residential Bids Assist with residential fire sprinkler bids as assigned. Gather and organize information necessary to prepare residential bids. Review project information and identify required materials, labor, and other project considerations. Coordinate with appropriate departments to obtain information required for accurate bidding. Maintain accurate bid information within company systems. Follow established company procedures for residential estimating and bidding. 7. Communication & Organization Effectively manage multiple projects, tasks, and priorities simultaneously. Demonstrate strong organizational and time-management skills. Use effective listening, negotiation, and communication skills when working with customers and internal teams. Communicate clearly through email, telephone, written documentation, meetings, and company software. Maintain strong interpersonal relationships with employees across various teams and departments. Exercise professionalism, sound judgment, and discretion when handling project information. Demonstrate confidence and initiative when working with limited supervision. 8. Attendance & Work Standards Maintain reliable and predictable attendance. Arrive at work on time and prepared to perform assigned responsibilities. Maintain a professional attitude and appearance. Demonstrate a strong work ethic, positive attitude, and willingness to take initiative. Work proactively with little to no supervision while maintaining communication with appropriate supervisors and team members. Perform other duties and responsibilities as assigned. Reliable and predictable attendance is an essential function of this position. Duties and responsibilities may be changed at any time based on business needs. QualificationsEducation & Experience Associate degree (A.A.) or equivalent from a two-year college or technical school preferred. Six months to one year of related experience and/or training preferred. Equivalent combination of education and experience may be considered. Previous experience in construction, project coordination, project administration, fire protection, service coordination, or a related industry is preferred. Experience with project management software is strongly preferred. Experience working in a fast-paced, multi-department environment is a plus. Previous experience with residential bidding or construction estimating is a plus. Language Skills Excellent oral and written communication skills. Ability to communicate clearly and professionally with customers, Project Managers, field personnel, vendors, and internal departments. Ability to understand and communicate project requirements, schedules, deadlines, and documentation needs. Ability to prepare professional emails, reports, correspondence, and other written materials. Computer & Technology Skills Strong general computer skills required. Proficiency with Microsoft Office applications, including: Outlook Word Excel Ability to learn and effectively use company-specific software and technology. Must become proficient in the company's project management software, including BuilderTrend. Ability to navigate multiple systems and maintain accurate project information. Ability to use email, calendars, spreadsheets, documents, and other digital tools to organize and communicate project information. Organizational & Time Management Skills Excellent organizational skills and attention to detail. Ability to prioritize and manage multiple projects and competing deadlines. Ability to track numerous project tasks and follow-ups simultaneously. Ability to anticipate upcoming project needs and proactively address outstanding items. Ability to maintain accurate records and documentation. Ability to work efficiently in a fast-paced environment. Reasoning & Decision-Making Ability Ability to apply common sense and practical judgment when completing assigned responsibilities. Strong analytical and problem-solving skills. Ability to identify project issues, missing information, and potential delays. Ability to determine appropriate next steps and escalate issues when necessary. Ability to make ethical and responsible decisions. Ability to work effectively with several concrete variables in a changing project environment. Collaboration & Interpersonal Skills Excellent collaboration skills and the ability to work effectively with multiple departments. Strong interpersonal skills and the ability to establish productive working relationships. Strong negotiation and influencing skills. Ability to listen carefully and understand different perspectives. Ability to communicate assertively and professionally when follow-up or action is required. Ability to counsel, influence, or encourage others when necessary to achieve project objectives. Demonstrates sensitivity to the needs and perspectives of customers and coworkers. Physical Requirements This is primarily an office-based position requiring employees to perform computer, administrative, communication, and organizational duties throughout the workday. Physical requirements include: Sitting: Remain seated at a desk and computer workstation for extended periods while performing administrative and project coordination duties. Standing: Remain standing as necessary to perform various job functions, attend meetings, or retrieve materials. Walking: Walk and move throughout the office and other company work areas as required. Handling: Seize, hold, move, and work with documents, office materials, and other items. Lifting: Raise, lower, and move miscellaneous paperwork, office materials, and other items as necessary. Reaching: Extend hands and arms in various directions to perform routine office functions. Stooping: Bend the body downward and forward at the knees or waist as necessary. Vision: Possess sufficient visual acuity to read computer screens, emails, reports, spreadsheets, paperwork, and other written or digital information accurately. Talking & Hearing: Communicate effectively by telephone, video communication, and in person with customers, coworkers, supervisors, and other personnel. Computer Use: Use a computer