Remote Entry-Level Project Coordinator – Fire Services Administration & Scheduling Support for EFI Global

Welcome to EFI Global – Pioneering Safety, Engineering, and forensic Excellence

At EFI Global we are more than a consulting firm – we are a trusted partner for organizations that demand the highest standards in fire safety, engineering failure analysis, environmental stewardship, and specialty consulting. For over four decades, we have grown from a niche boutique that tackled insurance fraud and arson investigations into a global powerhouse with more than 700 professionals spanning fire investigation, civil engineering, environmental science, and laboratory testing. Our clients—ranging from municipal fire departments and large‑scale property owners to Fortune‑500 manufacturers—rely on our ability to deliver fast, accurate, and actionable insights anywhere, anytime.

Joining EFI Global means becoming part of a culture that values technical mastery, integrity, and genuine caring. Whether you are a recent graduate, a career‑changing professional, or an early‑stage specialist looking to sharpen your project coordination skills, this role offers a launchpad into a dynamic industry that directly protects lives, property, and the environment.

Why This Role Matters – The Impact of a Project Coordinator in Fire Services

Fire services projects are complex, time‑sensitive, and often involve multiple stakeholders—engineers, investigators, vendors, insurance carriers, and regulatory bodies. As a Project Coordinator – Fire Services, you will be the central nervous system that keeps information flowing, deadlines met, and documentation flawless. Your work ensures that investigations start on schedule, that critical data is captured accurately, and that our clients receive clear, timely reports that can influence safety decisions and legal outcomes.

In short, you will help EFI Global keep its promise that caring counts® by turning chaotic project details into organized, actionable plans.

Core Responsibilities – Your Day‑to‑Day Blueprint for Success

Below is a detailed look at the tasks you will own or contribute to each day. While the list is comprehensive, we recognize that a fast‑paced environment sometimes requires flexibility and the willingness to “hit the ground running.”

Primary Project Coordination Functions

• Gather and validate project data: Capture project scopes, client requirements, and regulatory constraints, ensuring completeness before work begins.
• Maintain master project schedules: Use scheduling tools to set milestones, assign resources, and monitor critical paths for each fire service engagement.
• Communicate status updates: Draft concise progress briefs for internal teams, external vendors, and clients, highlighting risks, mitigations, and upcoming deliverables.
• Document actions and outcomes: Log meeting minutes, decision logs, and field notes in our central repository, ensuring future reference and audit compliance.
• Track due dates and deliverables: Set automated reminders, flag overdue items, and coordinate follow‑ups to keep projects on track.
• Enter and maintain data in project management software: Populate Deltek Vision, update CRM entries, and reconcile financial data related to each project.
• Prepare presentation and reporting materials: Assemble slide decks, technical summaries, and visualizations that support investigators’ findings.
• Coordinate with vendors and subcontractors: Manage contracts, collect insurance certificates, and ensure that all third‑party work complies with EFI standards.

Additional Support Functions (Critical to Our Quality Program)

• Assist in the preparation, review, and finalization of project invoices using Deltek Vision, ensuring accuracy and timely submission.
• Monitor response times for client inquiries and internal requests, escalating when necessary to maintain service levels.
• Enter detailed project information into spreadsheets or tracking software, providing transparent visibility for senior staff.
• Help coordinate budgeting requests, vendor agreements, and purchase order authorizations.
• Proofread technical reports for grammar, spelling, formatting, and compliance with EFI style guides.
• Support the organization’s quality management system by documenting process improvements and participating in internal audits.
• Perform ad‑hoc administrative duties, such as arranging travel, preparing meeting agendas, and maintaining office supply inventories (virtual office).

Qualifications – What You Need to Succeed

Essential Requirements

• High school diploma or GED (required); some post‑secondary coursework in business, administration, or a related field is a plus.
• Minimum of two (2) years of experience in an administrative or office support role, preferably within a professional services or engineering environment.
• Proficiency with the Microsoft Office Suite—especially Excel (data manipulation) and PowerPoint (presentation creation).
• Strong written and verbal communication skills; ability to craft clear, concise emails, memos, and reports.
• Demonstrated organizational talent—managing multiple tasks, meeting deadlines, and prioritizing effectively under pressure.
• Basic familiarity with project management or accounting software (experience with Deltek Vision, QuickBooks, or similar platforms is advantageous).
• Ability to work a standard 8‑hour shift between 7:00 AM and 6:00 PM EST, with occasional weekend on‑call duties.
• Resident of Florida or a neighboring state, with a reliable high‑speed internet connection for remote work.

Preferred (But Not Mandatory) Enhancements

• Hands‑on experience with Deltek Vision, Concur, or other ERP systems.
• Background in proofreading technical documents, especially fire investigation or engineering reports.
• Exposure to residential or commercial property insurance processes—including knowledge of certificates of insurance, claim documentation, and risk assessment.
• Familiarity with web‑based collaboration tools (e.g., SharePoint, Teams, Slack).
• Prior exposure to a regulated industry (e.g., construction, utilities, or governmental agencies).

Core Skills & Competencies – The Personality Traits That Propel Success

• Attention to Detail: Spotting inconsistencies in data and documents before they become larger issues.
• Analytical Thinking: Interpreting schedules, budgets, and technical information to anticipate bottlenecks.
• Interpersonal Agility: Building rapport with engineers, investigators, vendors, and clients across diverse cultures.
• Adaptability: Thriving in a fast‑moving environment where priorities can shift daily.
• Self‑Management: Setting personal goals, tracking progress, and delivering results without heavy supervision.
• Tech‑Savvy: Comfort with cloud‑based platforms, data entry, and basic troubleshooting of common software challenges.
• Professional Integrity: Maintaining confidentiality of sensitive client data and adhering to ethical standards.

Career Development – Growing Your Expertise Within EFI Global

EFI Global invests heavily in the professional growth of its team members. As an entry‑level coordinator, you will have access to a structured development pathway designed to expand both technical and leadership capabilities:

• Mentorship Program: Pairing with senior fire‑service engineers who will guide you through industry fundamentals, investigative methodologies, and client communication best practices.
• Internal Training Modules: Complimentary access to courses on project management software (Deltek Vision, Microsoft Project), data analytics, and advanced Excel.
• Certification Support: Reimbursement for certifications such as Certified Associate in Project Management (CAPM) or Fire Protection Engineering (FPE) introductory credentials.
• Cross‑Functional Exposure: Opportunities to collaborate with our environmental, health‑and‑safety, and forensic labs, broadening your understanding of the full service offering.
• Clear Promotion Track: Demonstrated competence can lead to titles such as Project Analyst, Senior Project Coordinator, or Project Manager within the fire services line, typically within 2‑3 years.

Work Environment & Culture – What It’s Like to Be Part of the EFI Family

Even though this position is remote, you will be integrated into a vibrant, collaborative community that mirrors the energy of a bustling office. EFI Global fosters an inclusive atmosphere where ideas are welcomed, achievements are celebrated, and everyone feels a sense of belonging.

• Virtual Team Huddles: Daily stand‑ups, weekly “Coffee Chat” sessions, and quarterly town‑hall meetings keep you connected to the broader mission.
• Diversity & Inclusion: Our workforce reflects varied backgrounds, perspectives, and experiences, strengthening our problem‑solving abilities.
• Wellness Focus: Access to mental‑health resources, ergonomic home‑office stipends, and flexible scheduling to support work‑life balance.
• Recognition Programs: Employee of the Month, peer‑to‑peer kudos, and project‑completion bonuses celebrate exceptional contributions.

Compensation, Benefits & Perks – What We Offer

EFI Global offers a competitive salary commensurate with experience and market benchmarks for entry‑level project coordination roles. In addition to a base salary, you will receive a comprehensive benefits package designed to support your health, financial security, and personal development:

• Health Coverage: Medical, dental, and vision plans with employer contributions.
• Retirement Savings: 401(k) plan with company match to help you build long‑term wealth.
• Paid Time Off (PTO): Generous vacation accruals, sick leave, and paid holidays.
• Professional Development Stipend: Annual budget for conferences, courses, or certifications relevant to your role.
• Remote Work Support: Home‑office allowance for ergonomic furniture, high‑speed internet, and technology upgrades.
• Employee Assistance Program (EAP): Confidential counseling services for personal or professional challenges.
• Performance Bonuses: Reward structures tied to project milestones, client satisfaction scores, and individual contributions.

How to Apply – Take the Next Step Toward a Rewarding Career

If you are excited about becoming a key driver of safety and excellence within a globally recognized consulting firm, we encourage you to apply today. EFI Global values enthusiasm, a growth mindset, and a commitment to quality over a perfect checklist of requirements.

Click the link below to submit your resume, cover letter, and any supporting documentation. We look forward to meeting you and exploring how you can make a lasting impact on the fire services landscape.

Apply Now – Join EFI Global’s Fire Services Team