Service & Inspection Administrative Coordinator
Thorpe Design is looking for a detail-oriented and organized Administrative Coordinator to support our growing Service & Inspection Division. This role will take ownership of the clerical and administrative tasks tied to fire sprinkler, fire alarm, backflow, and monitoring services.
The ideal candidate is reliable, organized, comfortable working with multiple systems, and able to communicate professionally with customers, technicians, office staff, and management. This position is a key support role that helps keep inspections, reports, invoicing, customer communication, and account setup moving efficiently.
Responsibilities include:
- Process completed fire sprinkler, fire alarm, and backflow inspection reports
- Review inspection paperwork for completeness and accuracy
- Submit inspection reports to customers, property managers, and required AHJ portals
- Submit backflow test reports to the proper city, water district, or jurisdiction
- Assist with inspection invoicing and coordinate billing details with accounting
- Set up inspection jobs and recurring services
- Coordinate inspection setup with accounting, scheduling, and field staff
- Communicate with customers regarding inspection scheduling, report status, billing questions, and general inspection-related follow-up
- Assist with fire alarm account setup, monitoring account setup, and related documentation
- Track required customer information, site details, contacts, purchase orders, and billing requirements
- Help maintain accurate customer, location, and contact records
- Follow up internally on missing paperwork, incomplete reports, or outstanding information
- Support the Service & Inspection Division with general administrative tasks as needed
- Help improve organization, consistency, and follow-through within the department
Qualifications:
- Strong attention to detail and accuracy
- Excellent written and verbal communication skills
- Ability to stay organized while handling multiple tasks at once
- Comfortable using computers, email, spreadsheets, and cloud-based software
- Strong computer skills, including Microsoft Outlook, Word, Excel, and data entry.
- Prior experience in fire protection, construction, service, property management, or administrative support is preferred but not required
- Ability to work well with customers, technicians, office staff, and management
- Reliable, professional, and able to take ownership of assigned responsibilities
- Willingness to learn industry-specific processes, reporting requirements, and customer procedures
Ideal candidate:
We are looking for someone who can take administrative ownership of the inspection process from start to finish. This person should be comfortable following procedures, asking questions when needed, and helping keep the department organized. The right candidate will play an important role in supporting our inspectors, customers, and management team.
Schedule:
Full-time, Monday through Friday
Work Location:
In person
Benefits:
- Competitive pay based on experience
- Health benefits
- Paid time off
- 401(k)
- Long-term growth opportunity within a growing division
Pay: $22.00 - $25.00 per hour
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
