Documentation Coordinator

HCI Systems • Ontario, CA

3d • $24 - $24

About The Position

Overview 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 Responsibilities Duties include, but are not limited to: 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 Qualifications 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 Familiarity with service and/or construction environment is desired 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 Why Join Us? 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. Equal Employment Opportunity HCI is an equal opportunity employer. We will not unlawfully discriminate against qualified applicants or employees with respect to any terms and conditions of employment based upon actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth, related medical conditions and lactation), gender identity or gender expression (including transgender status), sexual orientation, marital status, military service and veteran status, disability, protected medical condition as defined by applicable state or local law, genetic information, or any other characteristic protected by applicable federal, state, or local laws and ordinances (“Protected Classifications”). When legally required, HCI will reasonably accommodate. Pay Range USD $24.00 - USD $24.00 /Hr.

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