Operations Specialist

Encore Fire Protection • Parsippany, NJ

1d

About The Position

Encore Fire Protection is hiring an Operations Specialist to help ensure that services are delivered and billed in accordance with customer commitments. The role connects scopes of work, service contracts, field activity, documentation, and invoices. It involves reviewing work and billing details, investigating discrepancies, communicating with customers, and coordinating with technicians and internal teams. The position is fast-paced and high-volume, with a particular focus on accurate billing and month-end billing cycles.

The role suits someone who is organized, detail-oriented, comfortable working independently, and able to build relationships with customers, technicians, and colleagues. It requires working at a computer for extended periods and managing competing deadlines. Compensation is commensurate with experience, with an expected salary range of $55,000–$85,000 per year and the opportunity for a results-driven bonus.

Requirements

• Bachelor’s degree in Business Administration, Operations Management, or a related field.
• Two to three years of professional office experience.
• 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

• Office experience in a construction, service-based, or operations-driven environment.
• Prior experience in a service business, scheduling, coordination, or operations support role.
• Interest in learning ServiceTrade or another industry-specific service platform and developing advanced skills over time.
• 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 track 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 about invoice questions, adjustments, and 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.
• 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.
• Casual dress environment and branded Encore swag.
• Access to web-based productivity tools.
• Comprehensive medical, dental, and vision coverage.
• Fidelity 401(k) plan with a company match.
• Company-paid $50,000 life insurance policy.

What This Job Offers

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