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Responsible for maintaining operational efficiency by verifying backend job data, organizing project folders, assisting with dispatch and purchase orders, and ensuring technicians are equipped with the correct information before work begins. This role also supports quoting, invoicing, project management, contract renewals, and scheduling. While maintaining progress trackers and collaborating with managers and administrative staff., Plays a critical role in coordinating and supporting the daily execution of fire service and day work projects. The position ensures that every job is accurately set up, properly scheduled, and supported with complete documentation and clear communication across all teams.

 Responsibilities and Duties: 

Job Setup & Documentation

• Review newly awarded work to ensure all backend job details are complete and accurate.
• Enter quotes, estimated labor hours, material costs, and customer billing information.
• Confirm the correct customer profile is linked to the job to avoid billing or scheduling errors.
• Ensure job types (Quoted, T&M, and projects) are properly categorized for tracking and invoicing.

Scheduling & Dispatch Support

• Review daily and weekly schedules to confirm job readiness and technician availability.
• Ensure job numbers are active before dispatching work.
• Coordinate with dispatch to verify ticket accuracy and prevent duplicate entries.
• Confirm that POs are correctly assigned to jobs and technicians have all required documentation.
• Assist with general work scheduling alongside management and other team members, ensuring technician availability and job readiness

Quoting & Contract Management

• Prepare and submit quotes for: Repairs, T&M jobs, and small projects using standardized workbook formats.
• Track quote approvals and follow-up with customers as needed.
• Assist with inspection contract renewals by updating terms, sending revised contracts, and uploading signed versions.

Project Management

• Update progress trackers based on field reports and management feedback.
• Monitor job status changes and ensure timely updates to project trackers and internal spreadsheets.
• Material submittals, permit applications Change orders.
• Support material purchasing
• Monitor design status and coordinate with permitting authorities for job readiness.
• Communicate regularly with department Managers & Team leads to ensure alignment on job progress and documentation.

Billing & Accounts Receivable

• Review completed jobs for billing readiness, especially quoted, small projects, and T&M work.
• Identify and resolve issues that may delay invoicing, such as missing documentation or incorrect job setup.
• Resend invoices and initiate follow-up calls for outstanding payments, supporting AR efforts.

Folder Organization

• Audit new and existing job folders to verify inclusion of essential documents: bids, turnover paperwork, permits, and workbooks.
• Maintain a consistent folder structure for easy access, flag missing or outdated documents and coordinate with manager or admins to update them

Data Entry & System Maintenance

• Review and maintain spreadsheets for job tracking, PO status, and asset management.
• Cross-reference data to ensure consistency and accuracy.
• Import new assets into software and update existing records as needed.

Qualifications and Experience:

• Experience/Qualifications Required:
• Proficiency in Windows based software (Excel, Word, Outlook) and Internet Explorer is required.
• Experience in accounting software systems (Peachtree, Quick Books, etc.)
• 5-10 years of experience in fire protection services or construction operations preferred.
• Strong computer skills and familiarity with project management platforms. Excellent organizational and communication skills.
• Ability to manage multiple tasks and prioritize effectively.
• Proficient in digital tools such as BuildOps, Microsoft Teams, Excel, and Word. 

Job Skills: 

o   Ability to financially analyze a project for billing and margin underage’s and overages.

o   Possess strong analytical, organizational, communication, problem solving and decision-making skills.

o   Must be able to function well in a high-intensity, constantly changing environment.

o   Team player

o   Ability to multitask and prioritize to meet deadlines as needed.

o   Excellent math ability.

o   Proficient with 10 key calculators.

o   Detail-oriented with a proactive approach to problem-solving.

o   Strong organizational skills.

o   Excellent verbal and written communication skills.

o   Ability to handle a large volume of work.

 Education:

o   High School Diploma or equivalent required.

o   2-year college degree in Accounting or Business preferred. 

  Physical Requirements:

o   Ability to sit for long periods of time.

o   Ability to use hand/eye coordination throughout the workday.

o   Repetitive and continuous hand movement using keyboard/calculator throughout the workday.