Service & Inspections Scheduler

Job Details: Job Location: Legal Address - Brentwood, CA, Position Type: Full Time, Salary Range: $23.00 - $30.00Hourly, Job Category: Admin - Clerical, Service & Inspections Scheduler$23–$30 per hour DOE | Immediate Openings | Full-timeWhy Join Thorpe Design?Thorpe Design, Inc. is a fire protection contractor founded in 1986. For more than 40 years, we have built a reputation for safety, quality workmanship, professionalism, and exceptional customer service in the fire protection industry. We provide fire sprinkler, fire alarm, underground fire protection, and monitoring services for residential, multifamily, and commercial projects.Our culture is built on Character, Professionalism, Excellence, Growth, and Teamwork. We believe our success starts with our people and are committed to creating an environment where employees are supported, respected, and encouraged to develop their skills.Safety is at the core of everything we do. We provide ongoing safety training, routine field evaluations, and the resources employees need to perform their work safely and successfully.Benefits Kaiser Medical Insurance (75% employer-paid for base plan) + optional upgraded plans Free Kaiser One Pass fitness membership (eligibility requirements apply) Employee-paid Dental, Vision, and Life Insurance options Dental reimbursement up to $600/year and vision reimbursement up to $100/year 401(k) with up to 6% company match (after 1 year) 8 Paid Holidays annually Paid Sick Time (40 hours after 90 days) Vacation Accrual Program (after 120 days)Position SummaryThe Scheduler is responsible for coordinating the daily and future scheduling of Service & Inspection Division field personnel. The position manages customer appointments, recurring inspections, service calls, repair work, technician availability, travel considerations, and scheduling changes to maximize field productivity while meeting customer commitments.Primary Roles & Responsibilities Schedule recurring fire protection inspections and testing. Schedule service calls, deficiency repairs, approved quoted work, reinspection work, and other field assignments. Assign technicians based on qualifications, certifications, location, availability, workload, and job requirements. Maintain and manage the field schedule within the company's operating software. Coordinate scheduling with customers, property managers, building engineers, vendors, subcontractors, and internal personnel. Confirm access requirements, appointment times, site contacts, shutdown requirements, tenant notifications, and other job-specific requirements before dispatch. Coordinate jobs requiring multiple technicians or specialized personnel. Coordinate scheduling with the Fire Alarm Department when alarm technicians or specialized fire alarm support are required. Group work geographically when practical to minimize travel time and improve technician utilization. Monitor technician workloads and maintain an appropriate balance between inspections, service work, repairs, and emergency calls. Make schedule adjustments when jobs run long, technicians become unavailable, emergencies occur, or customer schedules change. Communicate schedule changes promptly to affected technicians, customers, and management. Coordinate return visits for incomplete work. Ensure required materials, equipment, subcontractors, permits, or other prerequisites are identified before scheduling larger repair work. Work closely with the Field Supervisor to determine manpower and expected labor requirements for repair projects. Monitor overdue inspections and recurring services to reduce missed or late contractual obligations. Assist with scheduling newly awarded inspection contracts and customer locations. Maintain accurate scheduling notes, customer contact information, and site-specific instructions. Identify scheduling conflicts or capacity issues and elevate them to the Account Manager. Assist management with technician capacity planning and determining when additional field staffing may be required. Maintain professional communication with customers regarding appointments, delays, rescheduling, and service availability. Perform other duties and responsibilities as assigned by their supervisor, department management, or other company leadership.Position AccountabilityThe Scheduler is responsible for maintaining an organized, efficient, and realistic field schedule. Success in this position includes minimizing missed appointments, excessive travel, scheduling conflicts, technician downtime, overdue inspections, and preventable return trips.This job description reflects the general nature and scope of the position and is not intended to be a complete or exhaustive list of all duties, responsibilities, or qualifications. Thorpe Design, Inc. reserves the right to add, modify, or reassign duties at its discretion, with or without notice, and employees are expected to perform additional tasks as directed by management. This document does not constitute an employment contract or a guarantee of continued employment on any specific terms.Qualifications: Education High school diploma or equivalent required.Experience 1–2 years of scheduling, dispatch, or coordination experience, ideally in a field-service, construction, or trades environment. Fire protection or life-safety industry experience preferred but not required.Certifications / Licenses None required.Knowledge, Skills & Abilities General familiarity with NFPA 25 and NFPA 72 inspection frequencies and technician qualification requirements sufficient to schedule compliant work. Strong organizational and multitasking skills; ability to manage a high-volume, changing schedule. Proficiency with scheduling/dispatch software (or ability to learn company systems). Clear verbal and written communication skills for coordinating with customers, technicians, and vendors. Geographic/routing awareness to group jobs efficiently. Ability to remain calm and adjust priorities under time pressure (emergencies, cancellations, delays).Physical/Work Environment Office-based, phone- and computer-intensive role.Apply TodayIf you’re an organized, detail-oriented professional with scheduling, dispatch, or coordination experience who wants to support a dedicated Service & Inspections team, we’d like to hear from you. Apply today to join the Thorpe Design team!Thorpe Design, Inc. is an Equal Opportunity Employer.