Service Scheduling Coordinator

DU Family of Companies is a network of fire protection, life safety, and security service companies, protecting people and property across 30+ locations and 11 states. W&M Fire Protection, founded in 1993 and serving the tristate and New England regions, is a full-service fire protection contractor specializing in the design, installation, fabrication, inspection, and maintenance of fire sprinkler, fire alarm, special hazard, and life safety systems.

Built on decades of engineering and contracting expertise, W&M has earned a strong reputation as a reliable partner for both new construction and service work. As a proud member of the DU Family of Companies, powered by APi Group, we combine the strength of a leading life safety network with the responsiveness and relationships of a local partner. Living our motto, "we protect what you value most," W&M Fire Protection offers a challenging and rewarding work environment for those passionate about keeping communities safe.

The Scheduling Administrator is responsible for keeping the service work scheduled and on track, planning out the coming week(s) / month(s) work for the technicians and assisting / supporting the department’s operations. Scheduler Admin Professionals are customer-focused, results-driven, strong communicators with good organizational skills and value integrity.

• Assist the salesperson in opening jobs to ensure correct information has been entered to accurately bill and maintain each job.
• Help obtain information needed for each job, including PO numbers, tax-exempt forms, insurance certificates, utilization reports, credit applications, and certified payroll information.
• Ensure all materials for each job are entered into the system to support accurate costing.
• Schedule service sprinkler technicians across upcoming weeks and months to maintain efficient field operations.
• Relay information to and from customers, field technicians, and supervisors in a timely, accurate manner.
• Enter service work orders and field quotes into the appropriate systems.
• Perform basic administrative duties including answering phones, returning customer calls, filing, and general office support.
• Contact customers via phone and/or email to schedule service visits and confirm appointments.
• Maintain positive customer relationships and serve as a reliable point of contact for service inquiries.
• Work closely with the Inspection & Service team, both in the office and with field inspectors and technicians.
• Verify when reports have come into the database and are ready for billing.
• Maintain accurate customer and system information within the company’s databases.
• Assist the Billing Admin or Inspection Manager with special projects such as distribution of marketing materials, filing, payroll and time backup, and renewals.
• Build familiarity with customer accounts, sprinkler system types, and standard inspection time frames.
• Support other W&M teams in their initiatives as needed.

• High School Diploma or GED required.
• One to two years of experience in an office or administrative role.
• Pleasant and professional demeanor with the ability to multitask effectively.
• Strong customer focus with the ability to follow tasks through to completion.
• Ability to work independently and exercise sound judgment in both routine and unique situations.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office products.
• Ability to be flexible and adapt to scheduling changes.
• Valid driver's license required.
• Scheduling or dispatching experience preferred.
• Exceptional computer skills beyond standard office software preferred.
• Strong problem‑solving skills with a proactive approach to challenges preferred.

• Office environment with moderate noise levels.
• Mostly sedentary role with the need to move about the office to file, copy, scan, and fax.
• Consistent use of phone and computer throughout the workday.

The wage for this role is $24.00 to $34.00 per hour, based on experience and qualifications.

• Competitive Compensation:
  We offer competitive pay rates for…