Operations Specialist

Encore Fire Protection • Lewiston, ME

17d

About The Position

As an Operations Specialist at Encore Fire Protection, you serve as a link between customers and technicians, helping ensure work is delivered as promised and billed accurately. You review scopes of work, support billing accuracy, and connect contracts with work performed and invoices. The role involves a fast pace and high volume, requiring organization, initiative, and comfort meeting tight deadlines. It suits someone who enjoys gathering and analyzing information, working independently, and building effective relationships with customers, technicians, and internal partners while maintaining attention to detail.

You will manage service delivery for an assigned product line or portfolio, verify scopes and contracts, investigate billing discrepancies, communicate with customers about invoice questions, and coordinate with field and office teams. You will also support month-end billing and maintain organized digital records. The position requires working at a computer for extended periods.

Requirements

• Bachelor’s degree in Business Administration, Operations Management, or a related field.
• Two to three years of professional office experience.
• Prior experience in a service business, scheduling, coordination, or operations support role.
• Comfort working with technology, including Microsoft Office tools such as Outlook, Excel, and Word.
• Ability to learn an industry-specific service platform such as ServiceTrade and develop advanced skills over time.
• Ability to work under pressure, manage competing deadlines, and stay organized during high-volume periods.
• Strong attention to detail when reviewing scopes, contracts, and billing information.
• Clear, professional written and verbal communication skills.

Nice To Haves

• Experience in a construction, service-based, or operations-driven environment.
• Experience supporting field-based work in construction, facilities, or fire protection.
• Experience using Excel or similar tools to reconcile numbers, investigate discrepancies, or track work progress.
• Experience in a private equity-backed environment with defined KPIs, growth targets, and structured reporting.
• A record of catching small errors before they become larger problems, especially during month-end billing cycles.

Responsibilities

• Manage and oversee service delivery for an assigned product line or portfolio of work.
• Review scopes of work and service contracts to confirm accuracy before and after work is performed.
• Compare billing against contract quotes and identify discrepancies.
• Investigate billing issues by reviewing work performed, documentation, and contract terms.
• Communicate with customers regarding invoice questions, adjustments, or clarifications.
• Coordinate with technicians, service managers, and office staff to ensure jobs are set up, documented, and billed correctly.
• Support end-of-month billing cycles while maintaining focus and composure during high-volume periods.
• Maintain organized digital records so work, documentation, and billing are easy to trace and understand.

Benefits

• Performance-based bonuses tied to personal effectiveness and contributions to the team.
• Flexible dress code and branded company swag.
• Access to web-based productivity tools.
• Comprehensive medical, dental, and vision coverage.
• Fidelity 401(k) plan with a company match.
• Company-paid life insurance policy of $50,000.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level