Scheduler / Office Admin

Job summary

Schedule and confirm fire prevention services, inspections, and repairs while coordinating technician appointments and efficient routes. Support clients and technicians by providing service through phone, email, and in person, gathering site information, maintaining records, and responding to schedule changes.

Job details

About the job Do you have a personality that shines through the phone, a knack for solving puzzles, and a love for being part of a team? Are you someone who enjoys keeping things organized, bringing people together, and making sure all the pieces fall into place? If so, we may have the perfect opportunity for you! Who we are Ace Fire Prevention is a family-owned company that has been delivering service excellence to our clients for 28 years. Our core focus is providing reliable fire prevention solutions that help protect people, properties, and businesses. We take pride in building lasting relationships with our clients through honesty, transparency, and a commitment to safety. The opportunity We are looking for an enthusiastic, organized, and people-oriented Scheduler / Office Administrator to become the heart of our fire prevention company. In this role, you will be the connection between our clients and technicians, helping keep daily operations running smoothly. From coordinating schedules and solving last-minute challenges to creating positive experiences for everyone you speak with, you will play an essential role in keeping our team moving and our clients protected. Job responsibilities Communicate with clients to schedule and confirm fire prevention services, inspections, and repairs. Strong organizational and time-management skills, with the ability to prioritize and coordinate multiple schedules and tasks. Arrange technician schedules to ensure the most effective/efficient routes. Clear and professional communication skills for interacting with clients and technicians. Provide client services via telephone, in person or email communication. Coordinate with building/property managers to acquire necessary information for technicians such as past reports, access codes, onsite contacts, and the scope of work expected. Be adaptable to handle last minute appointments, or changes appropriately and in a timely manner. Proficiency with office software and scheduling tools (e.g., Microsoft Office) and comfortable learning new systems. Maintain and file internal and external data. Additional scheduling / office admin duties as they may arise. Our ideal candidate Experience in scheduling, office admin or similar roles. Enthusiastic and excellent customer service skills. Positive attitude and remains calm under pressure. Experience using routing systems or willingness to learn. Strong organization skills, attention to detail, and multi-tasking. Ability to coordinate and manage multiple appointments and changing priorities. Knowledge of the lower mainland is an asset. Fire prevention experience is an asset. Holds a valid class 5 licence. Access to a reliable vehicle may be necessary due to transit limitations. Please note: Local candidates only, this is not a remote position, must be willing to work in office Monday - Friday. Interested in joining our team? If this opportunity matches the next role you see yourself thriving in, please email your resume to recruitment@acefireprevention.com or use EasyApply. The subject line must read: First Name, Last Name Scheduler / Office Admin Resume, 2026-10 Please note due to the volume of applications, only applicants selected for an interview will be contacted. Thank you for your time and interest in this role.

What you’ll do

Schedule and confirm fire prevention services, inspections, and repairs while coordinating technician appointments and efficient routes. Support clients and technicians by providing service through phone, email, and in person, gathering site information, maintaining records, and responding to schedule changes.

Requirements

Candidates should have experience in scheduling, office administration, or a similar role, along with strong organization, communication, customer service, and multitasking skills. A valid Class 5 driver's licence is required; a reliable vehicle may be necessary, and knowledge of the Lower Mainland or fire prevention experience is an asset.

Listed skills

• Time management · Preferred
• Customer service · Preferred
• Problem solving · Preferred
• Organization · Preferred
• adaptability · Preferred
• Attention to detail · Preferred
• Route Planning · Preferred
• Office Administration · Preferred
• Multitasking · Preferred
• Microsoft Office · Preferred
• Prioritization · Preferred
• scheduling · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Scheduling
• Office Administration
• Customer Service
• Client Communication
• Technician Coordination
• Route Planning
• Time Management
• Organization
• Attention To Detail
• Multitasking
• Prioritization
• Problem Solving
• Microsoft Office
• Scheduling Tools
• Data Filing
• Adaptability

Job areas

• Administrative
• Customer Service & Support
• Security & Safety
• Logistics