Final Inspections Scheduler

Job Summary

We are seeking an organized, proactive, and detail-oriented Final Inspection Scheduler to join our team. In this role, you will be responsible for coordinating, scheduling, and tracking final inspections for completed projects [hvac, construction, permitting, residential installations]. You will serve as the primary liaison between field inspectors, local municipal authorities, project managers, and customers to ensure all final inspections are completed accurately, safely, and on schedule.

Key Responsibilities

Scheduling & Coordination:
Schedule final inspection appointments with local authorities (AHJs - Authorities Having Jurisdiction), internal/third-party inspectors, and homeowners or site managers.
Optimize daily schedules and travel routes for field inspectors to maximize efficiency and minimize transit time.
Confirm scheduled appointments with customers and provide pre-inspection preparation instructions or requirements.
Permit & Documentation Management:
Review project files to ensure all required documentation, permits, as-built plans, and sign-offs are complete prior to scheduling final inspection.
Submit formal inspection requests through municipal portals, phone systems, or online platforms.
Receive, verify, and upload final inspection results and municipal sign-offs into the CRM/database in a timely manner.
Communication & Problem Solving:
Communicate promptly with customers regarding inspection timelines, delays, or rescheduling needs.
Serve as the main point of contact for field inspectors to resolve real-time scheduling conflicts or access issues.
Coordinate with project managers and repair/service teams if an inspection fails or requires corrections to ensure swift re-inspection scheduling.
Tracking & Reporting:
Maintain up-to-date status tracking for all pending, scheduled, passed, and failed inspections within [Airtable,Salesforce, Zoho, Monday.com].
Monitor open permits and track inspection turnaround times to identify bottlenecks or process improvements.
Provide daily/weekly scheduling summaries and completion metrics to management.

Qualifications & Skills
Experience:
1–3 years of experience in scheduling, dispatching, administrative support, or field operations (experience in construction, solar, roofing, electrical, or permitting highly preferred).
Familiarity with local building departments, municipal permitting processes, or Authorities Having Jurisdiction (AHJs) is a strong plus.

Technical Skills:
Proficiency with CRM systems and scheduling/dispatch software (e.g., Salesforce, Zoho CRM, Monday.com, Google Workspace, MS Office).
Strong computer literacy with the ability to quickly learn new software and portal systems.

Soft Skills:
Exceptional written and verbal communication skills.
Outstanding organizational and time-management capabilities with high attention to detail.
Strong problem-solving skills and calm demeanour under tight deadlines or changing priorities.
Customer-focused attitude with a focus on delivering a smooth client experience.

Benefits & Perks
Competitive salary
Paid Time Off (PTO)
Opportunities for career growth and professional development