Inspection Coordinator

Job Description Job Description Job Description Job Title: Administrative Coordinator Location: Suncoast Office Department: Inspection Administration Reports To: Dana Tisdale Position Summary The Suncoast Administrative Coordinator plays a critical role in supporting operational efficiency, compliance, and scalable growth by managing internal report processing and Authority Having Jurisdiction (AHJ) reporting. Due to sustained year-over-year growth exceeding 25% and significant additional volume projected for 2026, this role is essential to maintaining timely, accurate reporting while allowing inspectors and operational leadership to remain focused on core, revenue-generating activities. This position serves as the primary administrative owner of report workflows, documentation accuracy, and submission timelines, directly supporting major customers and protecting Suncoast’s compliance posture and reputation. Key Responsibilities Report Processing & Compliance Process, review, track, and submit internal inspection reports and AHJ documentation in accordance with regulatory and contractual requirements Maintain detailed logs of report status, submission dates, corrections, and approvals Ensure accuracy, completeness, and consistency of all documentation prior to submission Monitor reporting deadlines to prevent delays, compliance lapses, or escalations Coordination & Workflow Management Coordinate with inspectors, supervisors, and operations leadership to obtain required report information in a timely manner Act as the central point of contact for report-related follow-ups and clarifications Support continuous improvement of reporting workflows as volume increases Customer Support Support onboarding of new customers, contracts, and acquisition-driven work by establishing reporting workflows and documentation standards Assist with customer communication related to report submissions, corrections, or documentation requests Support high-volume clients (e.g., KONE, airport contracts, regional partners) to ensure service-level expectations are met Operational Support Reduce administrative burden on inspectors and field leadership, enabling increased field productivity Identify reporting bottlenecks or compliance risks and proactively escalate issues as needed Assist with audits, internal reviews, or process documentation as required Required Qualifications High school diploma or equivalent required; associate’s degree preferred 2+ years of administrative, operations support, or documentation-focused experience Strong attention to detail with the ability to manage high-volume, deadline-driven work Proficiency with Microsoft Office (Excel, Word, Outlook) and document management systems Strong organizational, communication, and follow-up skills Preferred Qualifications Experience supporting regulated environments (reporting, compliance, inspections, or technical documentation) Familiarity with AHJ reporting processes, inspections, or construction/engineering documentation Experience supporting multi-client or high-growth operational environments Core Competencies Accuracy and attention to detail Time management and prioritization Process-driven mindset Strong communication and collaboration skills Ability to work independently in a fast-paced, high-growth environment EEO/AA Employer/Veteran/Disabled Statement: VDA provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. VDA is the global leader in vertical transportation consulting and inspection services. We’ve helped clients with their vertical transportation needs since 1980. Our expertise and services impact the design, reliability, lifespan and safety of vertical transportation equipment.