Fire and Detection Coordinator
Job Description
Ellis Fire is recognized as a leader in the fire protection industry and with a team of experienced professionals and a wide array of services, the company continues to innovate and adapt to the changing needs of its clients. Looking ahead, Ellis Fire aims to further expand its services, incorporate the latest advancements in fire protection technology, and continuously improve its service offerings to maintain its status as a trusted name in fire safety.
Due to continued department growth, we are seeking an experienced Alarm and Detection Coordinator with a strong administrative background to oversee and support all facets of our alarm and detection program. This role emphasizes ensuring compliance, managing records, coordinating schedules, and serving as a key liaison between departments, service providers, and regulatory agencies to maintain effective alarm and detection systems across our facilities. This is an in-office role in Woburn, MA.
Responsibilities
Key Responsibilities
- Maintain accurate records of system installations, inspections, maintenance schedules, incident reports, and compliance documentation.
- Monitor, interpret, and ensure adherence to applicable codes and regulations (NFPA, OSHA, local fire and safety codes), preparing relevant reports and certifications as required.
- Schedule and manage the activities of external alarm service providers, facilitating inspections, maintenance, repairs, and upgrades.
- Track expenditures, prepare budget forecasts for alarm and detection services, and coordinate the procurement of equipment and supplies.
- Organize installation and upgrade projects by tracking progress, managing timelines, compiling documentation, and communicating with stakeholders.
- Compile and present regular status reports to management outlining maintenance activities, inspection results, compliance issues, and incident trends.
- Coordinate and document employee training sessions regarding alarm protocols, emergency procedures, and detection system operations.
- Serve as the central point of contact for alarm and detection system-related queries, disseminating updates and procedural changes to staff and management as needed.
- Support audits and recommend administrative process improvements to increase efficiency, data accuracy, and regulatory alignment.
Job Requirements
Qualifications
- Associate’s or Bachelor’s degree in business administration, occupational safety, electronics, or related field (preferred).
- Minimum 3 years of experience in administrative coordination, facilities management, or fire and safety program administration.
- Understanding of fire, intrusion, and detection systems (preferred but not required); ability to interpret technical documentation and compliance standards.
- Proficient in Microsoft Office Suite and facility management software; able to manage databases and create reports.
- Strong attention to detail, document control, scheduling, and multitasking abilities.
- Excellent written and verbal communication skills, with aptitude for collaborating across diverse teams and with external stakeholders.
- Skilled at investigating and troubleshooting administrative discrepancies or compliance issues.
Working Conditions
- Primarily office-based with occasional site visits as needed.
- May require occasional overtime for urgent compliance or emergency situations.
