Scheduling Coordinator

About FSS Technologies

At FSS Technologies, protecting lives and property is at the core of everything we do. We provide industry-leading life safety and electronic security solutions that help businesses safeguard their people and assets. Guided by our values of excellence, integrity, and accountability, we are building a dynamic and supportive environment where our team can grow and succeed.

Position Overview

The Scheduling Coordinator builds and maintains the daily schedule for service calls, inspections, and maintenance work. This role assigns work to technicians based on location, skill set, certification, and parts availability; keeps work orders accurate and current in the company service platform; and keeps customers informed about when a technician will arrive. The Scheduling Coordinator is the central point of contact between customers, technicians, and the Service Manager for anything related to timing, routing, and job records.

This position does not supervise employees. The Scheduling Coordinator does not hire, terminate, discipline, evaluate performance, approve time off, or set pay or terms of employment for any employee. Scheduling and dispatch decisions are administrative assignments of work, not supervision. Any personnel issue is referred to the Service Manager.

Key Responsibilities

The duties below are the essential functions of this position - the tasks the role exists to perform. They are not an exhaustive list of everything the position may be asked to do.

• Build, publish, and maintain the daily and weekly schedule for service calls, inspections, and preventive maintenance.
• Assign and dispatch technicians based on location, route efficiency, skill set, certification level, and parts availability.
• Open, update, and close work orders in the company service platform so every job has an accurate record of who was assigned, when the work occurred, and what was performed.
• Track contracted and code-required inspection due dates and schedule those inspections before they come due.
• Confirm appointment windows with customers in advance and notify them promptly when a time changes.
• Monitor open calls throughout the day and reschedule or re-route when a job runs long, a part is missing, or a site is inaccessible.
• Answer inbound service calls and emails, gather the details needed to dispatch correctly, and create the work order.
• Verify that a purchase order, contract, or approval is in place before dispatching billable work when one is required.
• Collect completed field paperwork - signed tickets, inspection reports, deficiency notes - and route it to billing and compliance within two business days of job completion.
• Maintain accurate customer and site records, including contacts, access instructions, system information, and special handling requirements.
• Escalate scheduling conflicts, coverage gaps, customer complaints, and repeat service issues to the Service Manager.
• Support after-hours and emergency call coordination according to the rotation set by management.
• Follow all company safety rules, policies, and applicable regulations.
• Report to work as scheduled and be available during assigned business hours; attendance and punctuality are essential functions of this position.
• Perform other related duties as assigned.

Qualifications

The requirements listed below are representative of the knowledge, skill, and/or ability required but are not necessarily all-inclusive.

Education & Experience

• High school diploma or equivalent required; Associate's degree preferred.
• 2-4 years of scheduling, dispatch, service coordination, or customer service experience.
• Experience in fire, security, life safety, HVAC, or another field service industry preferred.
• Working knowledge of service scheduling, dispatch, and work order processes.
• Proficiency in Microsoft Office (Excel, Outlook) and service platforms (e.g., FieldHub or similar).
• Able to manage a high volume of phone calls and emails and keep records accurate while doing it.
• Able to read and understand service agreements, inspection frequencies, and basic geographic routing across a multi-state territory.

Physical Demands & Work Environment

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

• Primarily sedentary work performed at a desk in a climate-controlled office; sitting for extended periods.
• Frequent use of a computer, keyboard, telephone, and headset; requires close visual acuity for screen work.
• Frequent talking and hearing; the role communicates by phone and in writing throughout the day.
• Occasional lifting, carrying, pushing, or pulling of up to 20 pounds.
• Occasional overtime and after-hours availability, particularly during peak inspection periods and emergency events.

Hours & Pay Practices

This is a non-exempt position paid on an hourly basis. All time worked must be recorded accurately, including time worked before or after a scheduled shift and any work performed remotely or on a personal device. Overtime is paid as required by federal and applicable state law and must be approved in advance by the Service Manager. Working unrecorded time is not permitted.

What We Offer

• Pay range for this role is $22-$27 per hour, based on experience, skills, and work location.
• Benefits: FSS Technologies offers a full range of benefits that include medical, dental, vision, 401K, life insurance, and other ancillary products.

Commitment to Inclusion

FSS Technologies is proud to be an Equal Opportunity Employer. We value diverse perspectives and are committed to building an inclusive, supportive workplace for people of all backgrounds. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other status protected by federal, state, or local law.

Ready to Make a Real Impact?

If you're looking for a career, not just a job, and want to work for a company where you're empowered, supported, and rewarded, apply today and start your journey with FSS Technologies.

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