Administrative Coordinator - Billing & Operations

Job Summary About us Calculated Fire Protection Co. is a full-service fire protection contractor serving Dutchess County New York and surrounding areas. We install, service and inspect commercial and residential fire protection systems. The Role Seeking a detail-oriented Administrative Assistant to join our team. The ideal candidate will manage the backend processing of Fire Sprinkler System Inspection Reports while supporting billing and collections as well as executing various clerical tasks to help optimize daily office operations at our company. The ideal candidate will be comfortable working in a fast-paced service environment, coordinating between field technicians, project managers, and customers, while maintaining accuracy across both operational and financial systems. This position will begin as a part-time role, averaging 20-25 hours per week. As the candidate becomes established in the role and based on performance, business needs and over all fit, there is strong potential for the position to transition into a full-time opportunity. Qualifications Prior experience in fire protection, construction, service industry, or similar field preferred Experience with InspectPoint (preferred) or similar inspection/reporting software Experience with QuickBooks Desktop required Strong attention to detail and ability to review technical documentation Excellent written and verbal communication skills Ability to manage multiple tasks and meet deadlines in a high-volume environment Proficiency in Microsoft Office (Excel, Outlook, Word) Key Responsibilities - Inspection Processing (InspectPoint) Monitor the InspectPoint dashboard for incoming inspections marked "Ready to Review" Review completed inspection forms for accuracy, completeness, and compliance Identify missing or incorrect information and coordinate with field technicians to resolve discrepancies Edit, finalize, and generate inspection reports Identify deficiencies and create corresponding Work Orders for service follow-up Prepare and issue invoices associated with completed inspections Submit backflow inspection results to Vepo where required Distribute finalized reports and invoices to customers Update internal notes and ensure pricing accuracy for invoicing records Maintain organized digital records of inspections, reports, and communications Key Responsibilities - Accounts Receivable (QuickBooks Desktop) Manage Aging Receivables for both InspectPoint invoices and Installation project billing Conduct collections outreach via phone calls and email to follow up on outstanding balances Maintain and update AR tracking logs with detailed notes and status updates Prepare and send formal collection notices, including demand letters and lien notices when necessary Reconcile payments against open invoices and resolve discrepancies Generate and review AR aging reports for management Coordinate with project managers and service teams to resolve billing issues or disputes Assist with progress billing for installation projects, including Schedule of Values (SOV) tracking when applicable Escalate delinquent accounts and recommend next steps (collections, liens, service holds, etc.) Core Competencies High level of accuracy and accountability Strong organizational and time management skills Problem-solving mindset with the ability to follow through on incomplete data Ability to work independently and as part of a team Customer-focused and professional in all communications Why This Role Matters This position is essential to bridging field operations and financial performance. By ensuring inspections are processed correctly, deficiencies are addressed, invoices are issued promptly, and receivables are collected efficiently, this role directly impacts compliance, customer satisfaction, and company cash flow.

Job Type:

Part-time Schedule:

20-25 hours per week (Initially) Days of week (flexible, based on agreement)

Pay:

$18.00 - $24.00 per hour

Work Location:

In person