WHAT DOES AN INSPECTION COORDINATOR DO?

Published: Sep 15, 2025 - The Inspection Coordinator manages the scheduling, execution, and documentation of property inspections by coordinating with lead agents, clients, and vendors. This role oversees inspection logistics, shares cost details, facilitates contract execution via DocuSign, and compiles reports with clear summaries and recommendations to support client decision-making. The coordinator also ensures timely communication, handles repair estimates and follow-ups, and delivers all documentation to the appropriate parties for disclosure and transaction management.

A Review of Professional Skills and Functions for Inspection Coordinator

1. Inspection Coordinator Duties

  • Administrative Support: Provides high-level administrative support to the VP to maximize departmental functions effectively.
  • Vendor Selection: Participates in the selection process for inspection services providers in accordance with project needs.
  • Contractor Coordination: Serves as a point of contact for all third-party inspection service contractors.
  • Inspection Assignment: Assigns and coordinates all third-party inspection assignments for purchased equipment in accordance with supplier inspection and testing plan (ITP) requirements, supplier progress, and project schedule.
  • Report Review: Reviews and files all inspection reports, coordinates responses, and resolves issues.
  • Engineering Coordination: Coordinates between engineering and vendors to maintain inspection protocols and inspections.
  • Documentation Preparation: Prepares and distributes field inspection project documentation.
  • Relationship Management: Develops and maintains strong working relationships with current inspection field personnel and all potential candidates.
  • Meeting Participation: Participates in pre-inspection meetings for purchase orders.

2. Inspection Coordinator Responsibilities

  • Pre-Inspection Audits: Perform pre-inspection audits before inspection
  • Document Collection: Obtain necessary pictures and documents
  • Office Relations: Build and maintain strong relationships with local inspection offices
  • Operations Support: Work directly with the VP of operations to ensure that field teams are efficiently scheduled daily
  • Project Documentation: Prepare project folders and documentation for field teams
  • Material Coordination: Coordinate the delivery of project materials with vendors and customers
  • Customer Communication: Communicate project schedules with customers and provide excellent customer service
  • Team Organization: Make sure field personnel are organized and ready to be dispatched each day
  • Logistics Management: Receive deliveries and prepare outbound shipments at the office
  • Schedule Planning: Ensure project schedules and planning timelines are met
  • Site Management: Help manage multiple sites, employees and contractors
  • Field Oversight: Help manage field technician activities and training
  • Personnel Supervision: Help supervise and motivate a variety of field personnel involved in the installation of solar projects
  • Installer Training: Assist with installer training in the office from time to time
  • Process Improvement: Drive continuous improvements for safety, quality, customer service and production through field operations

3. Inspection Coordinator Accountabilities

  • Specification Sharing: Lead agent shares specs of house and listing calendar with inspection coordinator (IC)
  • Inspection Scheduling: Set inspection dates and times and share with the lead agent and client
  • Contract Processing: Share costs of inspections with the lead agent and clients and send DocuSign for any inspection contracts needing to be executed
  • Inspection Attendance: Attend the wrap-up of inspections
  • Report Management: Gather all reports and share with clients, lead agent, and transaction coordinator and provide insight and recommendations to the client via the lead agent or in a joint meeting with the client and lead agent
  • Report Summarization: Perform a summary of the reports for the client and lead agent and explain key points to the client
  • Client Advising: Advise agents and clients so that the client can make an informed decision regarding work to be done before selling their home
  • Disclosure Review: Review buyer disclosures and inspections by the lead buyer's agent before writing an offer
  • Buyer Inspection: Attend any buyer-related inspections and follow the same process demonstrated for listings
  • Repair Requests: Interact with buyers and lead agents for requests for repairs
  • Bid Management: Obtain any follow-up bids necessary and order any further inspections needed
  • Follow-up Processing: Share costs of further inspections or bids with clients and send DocuSign for any contracts needing to be executed
  • Repair Coordination: Work with clients and vendors to facilitate any repairs needed
  • Work Order Support: Assist clients in signing work orders and ensure payments to vendors for work completed
  • Disclosure Documentation: Send all reports, receipts for work done, and completion notices to the lead agent and transaction coordinator for the disclosure packet

4. Inspection Coordinator Details and Accountabilities

  • Relationship Management: Build and maintain relationships with permitting expediters and building inspectors from local municipalities
  • Liaison Support: Act as liaison between installation crews, service associates and inspectors
  • Inspection Scheduling: Coordinate with installation schedulers and municipalities to schedule post-installation jobsite inspections
  • Crew Coordination: Coordinate with installation crews to ensure completion commitments are met before the inspector arrives at the job site
  • Inspector Meetings: Meet with inspectors at jobsites
  • Municipality Follow-up: Follow up with municipalities to ensure all jobs are finalized within the timing requirements
  • Compliance Resolution: Investigate and resolve code compliance issues with local building officials and the installation department
  • Site Walkthrough: Visit 2-4 jobsites weekly and perform walk-through installation inspection
  • Issue Reporting: Report findings to management
  • System Updates: Update computer systems with current and accurate information regarding job site inspections
  • On-Site Inspections: Perform on-site inspections, communicate required items to homeowners
  • Customer Assessments: Perform assessments of job sites with outstanding customer issues

5. Inspection Coordinator Roles and Details

  • Audit Leadership: Lead audits of the mill’s inspection programs relative to the RBI code of practice
  • Annual Reviews: Lead annual reviews with the mill’s area teams of the previous year’s operational history and its impact on damage
  • Data Support: Provide support to the mill’s resources as they load new data into the DNV Synergi software
  • Inspection Analysis: Interpret the results from updated inspections
  • Maintenance Coordination: Work with mill engineering supervision and management to ensure that maintenance and inspection plans are in accordance with the RBI program results
  • Risk Evaluation: Develop additional tools to calculate actual risk and evaluate mitigation techniques per API 581
  • Code Review: Review, interpret, and understand codes, instructions and specifications per inspection
  • Inspection Execution: Produce all varieties of inspections without instruction to meet or exceed quality assurance standards
  • Task Communication: Communicate all required tasks to the assigned inspector daily
  • Report Completion: Complete daily paperwork accurately and completely, i.e., inspection reports, etc.
  • Customer Service: Display courteous professional service, including report and discuss customer issues, opportunities, threats, and problems with appropriate company personnel
  • Safety Compliance: Maintain office area, equipment, and tools in a clean and orderly condition, and follow all safety guidelines