Operations Specialist

Encore Fire Protection • Lewiston, ME

19d

About The Position

Encore Fire Protection is hiring an Operations Specialist to support service delivery and accurate billing for an assigned product line or portfolio of work. The role connects customer commitments, service contracts, scopes of work, technician activity, and invoices to ensure work is delivered and billed as promised. It involves reviewing contracts and work documentation, resolving billing discrepancies, communicating with customers, and coordinating with technicians, service managers, and office staff. The position operates in a fast-paced, high-volume environment with tight deadlines and includes supporting month-end billing and maintaining organized 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 and initiative 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 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 bigger 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 checking 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 working at a computer for extended periods.
• Maintain organized digital records so work, documentation, and billing are easy to trace and understand.

Benefits

• Competitive salary commensurate with experience.
• Opportunity to earn performance-based bonuses tied to personal effectiveness and contributions to the team.
• Casual work environment and flexible dress code, with 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