Service Scheduler/Administrative Coordinator

HCI Systems•Sacramento, CA

7d•$23 - $28•Onsite

About The Position

We are seeking a highly organized and dependable Service Scheduler / Administrative Coordinator to join our growing team. This position plays a key role in supporting our service and construction department by coordinating technician schedules, handling customer communication, and assisting with daily administrative operations within the fire alarm and low voltage industry, including but not limited to material ordering/tracking. The ideal candidate is detail-oriented, able to multitask in a fast-paced environment, and provides excellent customer service while supporting technicians, project managers, and company leadership.

Requirements

High school diploma or equivalent required.
Previous scheduling, dispatching, administrative, or customer service experience is a must.
Strong organizational and multitasking skills.
Excellent verbal and written communication skills.
Proficient in Microsoft Office (Outlook, Excel, Word) and general computer systems.
Ability to work in a fast-paced environment and manage changing priorities.
Strong attention to detail and accuracy.
Professional attitude and customer-focused mindset.
Ability to work independently and as part of a team.
Regular, reliable, predictable attendance.

Nice To Haves

Experience in the fire alarm, electrical, construction, or low voltage industry is a plus.
Experience with service management or dispatch software.
Familiarity with fire alarm inspections, service processes, or low voltage systems.
Understanding of scheduling technicians in a field service environment.

Responsibilities

Schedule and coordinate daily service calls, inspections, preventative maintenance, and emergency service requests for field technicians.
First line of communication, answering phones and relaying messages. Answering door anc accepting deliveries.
Communicate with customers to confirm appointments, provide scheduling updates, and respond to service-related inquiries.
Dispatch technicians efficiently based on workload, location, and project priorities.
Create and maintain work orders, service tickets, inspection reports, and customer records.
Track technician progress and update schedules as needed throughout the day.
Assist with preparing proposals, service agreements, billing documentation, and invoices.
Process incoming calls, emails, and customer requests in a professional and timely manner.
Maintain organized electronic and physical project/service files.
Coordinate permit applications, inspection scheduling, and AHJ documentation when required.
Assist management with reporting, data entry, purchasing, and general office administration duties.
Order and track materials and equipment for service-related work.
Support project managers and service managers with administrative tasks and customer follow-up.
Ensure all documentation is completed accurately and submitted on time.
Help maintain compliance records for fire alarm inspections and service activities.