Interior Project Administrator

Classic Fire + Life Safety - 16 Jobs

Toronto, ON

Posted yesterday

Job Details:

Full-time

Management

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 building, 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.

Job Description

Position Overview
The Interior Projects Coordinator will be responsible for a variety of tasks within our IP Division from
information tracking, opening projects, creating purchase orders to coordination of schedules and
equipment. The Interior Projects Coordinator is a team player and a vital member of CFLS Team.
Task & Responsibilities:
• Preparing, coordinating & implementing schedules for our IP Team at the prescribed intervals to meet
scheduling KPI's
• Effectively communicate with our field staff, customers, contractors and vendors.
• Ensure all scheduled jobs are verified with Project Managers at prescribed intervals prior to field
deployment
• Maintain all appointment, and system records to ensure they are accurate and updated (i.e. site
contacts, scope of work & deliverables, equipment and tooling needs, reports, etc.)
• Ensure field service staff have their appointments
• Work with Scheduling Coordinator & Project Managers to ensure appropriate time is allocated to jobs.
• Track open jobs to ensure appointments and service orders are moving forward as quickly and
efficiently as possible
• Create, track, maintain, verify, and close all appointments, and service schedules in our ERP and
supporting software
• Ensure clients record are accurate an updated in our ERP, Inspection Reporting Platforms, Network
Drives, and Files
• Assist in the Project Management administration tasks including updating and recording meeting
minutes for Contract meetings, updating project management software to reflect current project
status.
• Open all new Construction Job Numbers and distribute to appropriate PM's.
• Be trained as a back up for other administrative tasks including processing time sheets, fire alarm
project tasks (permits, invoicing, job setup)
• Assist in Large Fire Alarm project tasks and administration
• Apply and open Building Permits required
• Other administrative tasks assigned by the Office Operations Manager.

Qualifications
• Minimum 2 years' experience in customer service, work planning, scheduling, dispatching.
• Ability to prioritize responsibilities, time management, people skills (communication) and teamwork.
• Working knowledge of Fire & Life Safety Systems, Codes and Standards would be considered an asset
• Planning, scheduling, and detailed time management skills are a must
• Organized, Strong attention to details and record keeping focus to ensure division's scheduling needs
• Able to process documentation and understand completeness formatting and consistency requirements
• Keep informed of scheduling system revisions and upgrades
• Good interpersonal skills with department staff and field technicians
• Efficient and comfortable with technology and software applications

•Team Player with strong communication skills through both written and oral
• Must be able to multitask and prioritize
• Very strong organizational skills for people and information
• Efficiency in Word, Excel, Outlook
• Strong interpersonal skills with staff and customers
• Keen understanding of customer care
• Enjoy working in a team environment

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

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Frequently Asked Questions

What is the job title and where is this position located?

The role is IP Contract Administrator located in Toronto, ON.

What are the key responsibilities of the Contract Administrator at CFLS?

The role supports financial activities for interior projects, ensures accurate job codes and project setup, manages and advises payment schedules, provides timely reports to corporate finance and project stakeholders, and handles invoicing, credits, and billing tasks.

What qualifications are required for this Contract Administrator position?

Candidates need 1 to 3 years of experience in finance, a college diploma or equivalent, strong communication skills, and proficiency in MS Office; Acumatica experience is an asset.

What soft skills are emphasized for this role?

The role requires strong interpersonal and communication skills, the ability to work well under pressure and meet deadlines, excellent attention to detail, and a collaborative, proactive team mindset.

What duties involve working with customer accounts and payments?

The role includes creating customer accounts, setting payment schedules, following up with customers, and administering contracts along with invoice, credit, and billing tasks.

Does the job description specify salary information?

Salary information is listed as N/A, so the posting does not provide pay details.

What benefits or opportunities does CFLS offer to employees?

CFLS offers comprehensive group benefits, educational assistance, and an employee referral bonus program, along with opportunities for career advancement.