Operations Specialist

Encore Fire Protection • Parsippany, NJ

3d • $55,000 - $85,000

About The Position

At Encore Fire Protection, the Operations Specialist serves as a link between customers and technicians, helping ensure services are delivered as promised and that contracts, work performed, documentation, and invoices align. The role reviews scopes of work, supports accurate billing, and communicates with customers and internal partners to resolve questions and discrepancies.

This is a fast-paced, high-volume position requiring organization, initiative, attention to detail, and the ability to meet tight deadlines. The Operations Specialist works independently while building effective relationships with customers, technicians, service managers, and office staff. The role also supports month-end billing and maintains clear, traceable digital records.

Requirements

• Bachelor’s degree in Business Administration, Operations Management, or a related field.
• Two to three years of professional office experience, ideally in a construction, service-based, or operations-driven environment.
• 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 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 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 reputation for catching small errors before they become bigger problems, especially during month-end billing cycles.
• Interest in learning an industry-specific service platform such as ServiceTrade and developing advanced skills over time.

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 about 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 extended computer work.
• Maintain organized digital records so work, documentation, and billing are easy to trace and understand.

Benefits

• Opportunity to earn performance-based bonuses tied to personal effectiveness and contributions.
• Flexible, casual dress code and branded Encore swag.
• Access to leading-edge 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