Documentation Coordinator

HCI Systems • Ontario, CA

5d • $24 - $24

About The Position

HCI Systems, Inc. is a fast-growing full-service fire and life safety company providing an array of solutions for a multitude of facilities that include fire alarm, fire suppression, fire sprinkler, electronic security, access control, video management, audio/visual, surveillance, nurse call, and more. We are looking for a dynamic, self-starting individual to join our Service administration team to support our reporting and client communication processes

Requirements

• Associates degree or equivalent work experience
• Experience reviewing data, reports, or analytics in a professional setting
• Strong attention to detail and ability to identify discrepancies in reports
• Familiarity with regulatory reporting or compliance documentation
• Experience working with service orders, billing processes, or client reporting systems
• Ability to participate productively in a diverse team environment, including personnel in the following departments: Sales, Operations, Warehouse, and Field Technicians
• Highly motivated and success driven with strong interpersonal and communication skills
• Skilled in optimizing workflow efficiency, prioritizing tasks, and meeting deadlines without compromising quality
• High degree of self-discipline and organization
• Typing speed 45+ WPM

Nice To Haves

• Familiarity with service and/or construction environment is desired

Responsibilities

• Review completed service orders and process billings for invoicing
• Proactively analyze and evaluate processes for improved efficiency
• Collaborate with internal staff to improve work and problem-solving efforts
• Aid in identifying client needs and perform a high volume of administrative duties
• Must provide strong and clear oral and written communication, and be able to respond to routine inquiries in a timely manner
• Knowledge of principles and processes for providing prompt client support, which includes interpretation and execution of clients’ contractual and non-contractual expectations and deadlines, meeting quality standards for services, and ability to evaluate client satisfaction and strong follow-up skills
• Maintain organized records of reports, communications, and service orders
• Prepare and distribute reports to clients in a timely manner
• Track and follow up on missing or incomplete reports
• Review reports to ensure accuracy and compliance with California regulatory requirements
• Identify discrepancies in reports and coordinate corrections when necessary
• Recent working knowledge of Microsoft software including Word, Excel, and Outlook are required

Benefits

• Unlimited Growth – Our expanding product lines and markets drive consistent double-digit growth, creating ongoing opportunities for advancement.
• Comprehensive Benefits – Enjoy 401(k) with matching, reduced-cost medical, dental, and vision insurance, plus flexible spending accounts. Additional voluntary benefits include life insurance, disability, and accident coverage.
• Paid Time Off – Recharge with paid holidays and our PTO plan
• Weekly Pay – Get paid every Friday.
• Employee Perks – From appreciation events and department outings to wellness programs and pet insurance, we invest in our team’s well-being.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree