Inspections Coordinator

Job Description Summary

Basic Purpose

The Coordinator serves as the primary point of contact for assigned clients and is responsible for managing both the client service and scheduling functions within a designated territory. This role supports clients through the elevator certificate renewal process while coordinating inspection schedules between inspectors, elevator companies, and other stakeholders.

The Coordinator ensures a seamless workflow from initial client outreach through scheduling and job completion by maintaining accurate records, proactively communicating next steps, and managing scheduling logistics. This role requires strong organizational skills, attention to detail, and the ability to balance multiple priorities in a fast-paced environment.

Scope

The Coordinator oversees the full lifecycle of client accounts within their assigned territory, including certificate renewal support, work order management, and scheduling coordination. This role bridges communication between clients, inspectors, elevator companies, and internal teams to ensure timely service delivery and compliance with local Authority Having Jurisdiction (AHJ) requirements.

This role requires collaboration and constant communication with the field and other departments involved with inspections. This includes managed services as well as the Inspectors, Inspections Supervisors, and Regional Field Operations Managers. Externally, this role require enhances Client communications as well as relationship management with external clients.

Reporting and Working Relationships

The Coordinator reports to the Regional Client Services Manager and works closely with inspectors, elevator companies, and internal team members to support both client service and scheduling operations.

Primary Responsibilities

Monitor system dashboards to track upcoming renewals, scheduling needs, and job status.

Serve as the primary point of contact for clients, guiding them through the certificate renewal process and next steps required for compliance.

Generate, review, and manage proposals and work orders, ensuring accuracy and completeness.

Coordinate inspection appointments by aligning inspector availability, elevator company schedules, and facility requirements.

Manage and maintain inspectors’ schedules, accounting for service time, travel, and operational constraints.

Communicate with clients, elevator companies, and inspectors via phone and email to confirm appointments and provide updates.

Document all interactions, scheduling attempts, and updates within the system to maintain accurate records.

Create and update work orders and inspection records to ensure proper workflow and system notifications.

Handle scheduling changes, cancellations, and rescheduling efforts while minimizing disruption to customers and operations.

Respond to incoming inquiries and provide support to clients, inspectors, elevator companies, and internal team members.

Assist with prioritization and schedule adjustments to accommodate urgent or emergent client needs.

Support team operations by assisting in coverage during staffing shortages or high-volume periods.

Contribute to sales support efforts by identifying additional service needs and communicating opportunities.

Work Environment/Physical Demands

This position operates in a professional office environment, hybrid or remote.

Travel

Minimal travel required. This may include travel to regional team meetings.

Qualifications

High school diploma or equivalent required

2–5+ years of experience in customer service, scheduling, or administrative support (or a combination of both)

Strong ability to manage priorities, workflow, and competing deadlines

Excellent customer service, communication, and organizational skills

High attention to detail and accuracy

Proficiency in Microsoft Office and general computer systems

Dependable and available during standard business hours (40 hours per week)

Ability to adapt to changing priorities in a fast-paced environment

Clerical or administrative experience preferred

Basic conveyance knowledge is a plus, but not required

Competencies

Initiative

Prioritization

Ethics

Business Acumen.

Time Management 

Organization

Communication

Customer Service

Attention to Detail