Fire Alarm & Sprinkler Systems Project Coordinator

Company Description

Thank you so much for considering our company in your career search! Classic Fire + Life Safety is a leader in the fire protection and life safety industry because of our talented, knowledgeable, and motivated staff. We know that it is our people who make the difference, and we are looking to grow our team of passionate professionals. Interested in joining us?

Our goal is to partner with our customers, to ensure their buildings, and the people in them are safe, from new building construction activities, modernization activities, and demand for system upgrades, through to preventative maintenance and service.

Why join the Classic team?

• CFLS is a caring company who values our staff.
• CFLS is local and is part of the community.
• CFLS is a full-service fire protection contractor.
• A great working environment with opportunities for career advancement.
• Comprehensive Group benefits.
• Educational assistance program.
• Employee referral bonus program.
• Social events: Building camaraderie and fostering a sense of community is essential.

The Fire Alarm & Sprinkler Systems Project Coordinator is a motivated, organized, and personable individual willing to contribute his/her experience and expertise in the fire alarm department. The Project Coordinator works alongside Operations to assist in the scheduling and execution of all fire alarm projects. Organization and accuracy are key factors with respect to scheduling, correspondence, and paperwork. You will work alongside the Sprinkler Manager to manage projects from beginning to end, including, but not limited to, scheduling, purchase orders, start up and close out documents, pricing of change notices, attend site meetings (in person and virtual) and other functions as needed.

Task & Responsibilities

Scheduling and Project Preparation:

• Assist with the preparation, scheduling and processing of fire alarm projects alongside the Fire Alarm Solutions team.
• Effectively communicate and notify our customers of the upcoming dates and details of each project.
• Ensure customer records are accurate and updated (contact person name, number and email)
• Ensure all scheduled jobs are verified with the customer at least one business day in advance.
• Prepare & post weekly / monthly schedules for field staff to ensure projects do not overlap.
• Ensure proper technicians are scheduled based upon the skills required to complete the work with the help of the project managers.
• Prepare required paperwork to field staff for their scheduled jobs, providing field staff with necessary required information needed to complete our scope of work.
• Schedule sub-contractors, ensure materials are ready for deployment and proper paperwork is completed and received.
• Ensure completed work orders, invoicing and close out documents are sent out within company mandates requirements.
• Coordinate work in conjunction with Project Managers / Site Supervisors and/or Technician where appropriate.
• Communicate with the appropriate local jurisdiction/authorities when required.
• Assist with customer inquiries.
• Work with Project Managers weekly on WIP review (Work in Progress).
• Start up and close out documents
• Coordinate with design department (NSD/ outside engineers) to ensure proper information is relayed and to keep on schedule
• Pricing of change notices
• Attend job meetings on behalf of CFLS (virtual and some on site)
• Preparing jobs for billing

Administrative:

• Assist with the processing of new projects based on the documentation provided by the sales department.
• Issue purchase orders to subcontractors and work with our accounting team to ensure incoming invoices are processed correctly.
• Process invoices for work completed as directed by the Fire Alarm Solutions Director and Lead Foreman.
• Create and maintain Job files in company database for scheduled projects, making notes of Invoicing details, special customer instructions and any information that may be necessary for staff to accurately complete the required work.
• Maintain the WIP (work in progress) master list spreadsheet.
• Collect and submit city permit documents to the corresponding municipalities for required projects.
• Work with accounting to ensure payment information is collected for COD customers
• Head office visits and scheduled team conference calls as required

Qualifications

• 2+ years of project coordination experience, preferably Fire Protection Industry
• Post-Secondary Education in either a fire protection or mechanical related program
• Previous knowledge and working experience in Procore for project management tasks an asset.
• Strong interpersonal and communication skills, both verbal and written a must
• Exceptional organizational skills
• Attention to detail
• Strong technical writing skills
• Ability to work in a fast-paced environment with strict deadlines
• Fire Sprinkler Industry or Construction Industry experience an asset
• Knowledge of applicable codes and standards
• Experience working with Excel, Word, AutoCAD
• Ability to work independently as well as part of a team
• Willing to travel as required based on the location of current projects
• Valid G driver’s license with a clean drivers abstract

We thank all applicants who apply, but only those candidates who meet the above qualifications will be contacted for an interview.

Salary placement within the stated range is determined by evaluating the candidate’s relevant experience, skills, and qualifications, along with internal equity and prevailing market conditions. These factors are applied consistently to support transparent and equitable compensation practices in Ontario.

No part of our hiring process uses AI or automated screening technology, all candidate reviews and applications are evaluated manually and hiring decisions are completed by human staff, to ensure a fair and transparent assessment.

Classic Fire + Life Safety is committed to treating all people in a way that allows them to maintain their dignity and independence. We believe in integration and equal opportunity. We are also committed to meeting the needs of persons with disabilities in a timely manner and will do so by preventing and removing barriers to accessibility and meeting accessibility requirements under the Accessibility for Ontarians with Disabilities Act. If you have any accommodation needs or would like to provide us with your feedback, questions, or concerns, please contact our Human Resources department at [email protected]