Inspections Department Scheduler

Wayman Fire Protection has been a leader in fire protection and life safety solutions for over 50 years. Founded in 1974, we provide fire alarm and sprinkler systems, inspection services, security systems, and comprehensive life safety solutions for commercial and residential clients.

Our commitment to excellence is reflected in our continued investment in advanced technologies and ongoing training for our team. These investments enable us to meet rigorous industry standards while consistently delivering reliable service and exceeding client expectations.

The Inspections Department Scheduler is responsible for coordinating and maintaining the daily and future scheduling needs of the Inspections Department. The role will work closely with the Inspections Department Manager, field inspectors, Sales, and administrative staff to ensure inspections are scheduled efficiently and customer commitments are met.

This position is responsible for communicating with customers to coordinate inspection dates, assigning work based on inspector availability and qualifications, and maintaining an organized schedule that maximizes field productivity. The Scheduler must be able to manage changing priorities, customer requests, cancellations, and scheduling conflicts while ensuring the highest quality of service is delivered to both internal and external customers.

Essential Functions:

• Schedule and coordinate fire protection inspections with customers and field personnel
• Maintain daily, weekly, and future inspection schedules
• Contact customers by phone and e-mail to schedule and confirm inspection appointments
• Assign inspections based on technician availability, qualifications, location, and job requirements
• Review upcoming schedules to identify conflicts, open availability, and scheduling opportunities
• Coordinate schedule changes, cancellations, call-outs, and customer requests
• Work closely with the Inspections Department Manager to maximize technician utilization and department productivity
• Coordinate with Sales and administrative staff regarding new jobs, contracts, customer requirements, and scheduling needs
• Maintain accurate scheduling information and customer notes within Service Trade
• Ensure scheduled inspections contain the necessary job information and documentation for field personnel
• Assist customers with scheduling questions and provide timely follow-up
• Communicate scheduling changes and important job information to inspectors and appropriate department personnel
• Monitor unscheduled and upcoming inspection work to ensure customer commitments and required inspection frequencies are maintained
• Provide support as needed to Wayman employees and Managers
• Exceptional verbal, written, and listening skills
• Strong organizational and time-management skills
• Detail oriented, focused, and a self-starter
• Ability to manage multiple priorities in a fast-paced environment
• Strong problem-solving and decision-making skills
• Ability to communicate professionally with customers and field personnel
• Ability to work effectively both independently and as part of a team
• Comfortable making and receiving a high volume of customer phone calls and e-mails
• Proficient with computers and able to learn scheduling and service-management software
• Ability to adapt quickly to schedule changes and changing departmental priorities

Prior experience in the Life Safety or Fire Protection industry (1–3 years) preferred, but not required

Prior experience in a Customer Service or customer-facing role (2–5 years) preferred

Prior experience in a Scheduling or Dispatch role supporting multiple field employees or technicians (2–5 years) preferred

Strong organizational skills, including the ability to multitask, prioritize, and manage time…