About the Role Aven Fire Systems is looking for an organized, dependable Service Coordinator & Billing Administrator to support our fire protection service department. This position helps manage service work from the initial customer request through scheduling, field completion, documentation and billing. You will work closely with customers, field technicians, supervisors and accounting to make sure service calls are scheduled correctly, completed work is documented, and finished jobs are billed promptly. This position may be structured as part-time or full-time depending on the candidate's experience and qualifications. For the right candidate, a part-time position may grow into a full-time role based on demonstrated performance, reliability, ability to independently manage responsibilities, and the needs of the department. We are looking for someone who takes ownership of open items and follows things through to completion. Responsibilities Answer customer calls and emails related to service, inspections and scheduling Create and maintain service work orders and dispatches Schedule and coordinate technicians for service calls, inspections and deficiency repairs Coordinate service appointments with customers Track open service calls and follow up on incomplete work Review technician paperwork and service documentation Identify missing information needed to complete billing Prepare and process service invoices Verify labor, materials, purchase orders and customer billing requirements Review completed work orders to ensure finished work is billed promptly Send invoices and supporting documentation to customers Assist customers with routine billing questions Maintain accurate customer, site, contact and billing information Retrieve and distribute inspection and service reports Assist with BuildingReports documentation and customer report requests Track deficiencies identified during inspections Help coordinate approved repair and deficiency work Assist with routine service, inspection and deficiency quotes Follow up with technicians, supervisors and customers when information, documentation or approvals are needed Track work requiring return visits, additional material or customer authorization Maintain organized electronic and physical service records Help ensure completed work moves from the field through documentation and billing without unnecessary delays Provide general administrative support to the service department as needed What We're Looking For Strong organizational and time-management skills Excellent attention to detail Strong follow-through and accountability Professional phone and email communication Ability to manage multiple open items and changing priorities Comfortable communicating with customers, technicians and management Ability to learn new software and processes Comfortable working independently and taking ownership of assigned responsibilities Willingness to follow up when information or documentation is missing Ability to recognize when something has stalled and take action to move it forward Basic Microsoft Outlook, Excel and Word experience High school diploma or equivalent Preferred Experience Previous experience in any of the following is a plus: Service coordination Dispatching Billing or invoicing Construction administration Contractor office administration Accounts receivable Customer service HVAC, electrical, plumbing, mechanical or fire-protection companies Construction or service-management software Previous fire protection experience is not required. Experience working in a contractor or field-service environment is especially valuable because this position requires understanding how scheduling, field work, documentation and billing connect. Who Will Be Successful Here? This position is a good fit for someone who naturally closes open loops. If a technician finishes a job but paperwork is missing, you follow up. If a completed work order has not been billed, you determine why. If a customer needs an inspection report, you locate it and get it to them. If additional work needs to be scheduled, you make sure it gets back onto the schedule. If billing cannot be completed because information is missing, you identify what is needed and work to resolve it. If something has been sitting open too long, you notice it. We need someone who is organized, accountable and comfortable keeping a large number of moving pieces on track without requiring constant supervision. Position Growth We are open to candidates seeking either part-time or full-time employment . The initial schedule and responsibilities will be determined based on experience, availability and demonstrated ability. A successful part-time employee may have the opportunity to transition into a full-time position as they demonstrate: Consistent attendance and reliability Strong follow-through Accuracy in billing and documentation Ability to independently manage assigned service work Effective communication with customers and technicians Good judgment and prioritization Ability to learn our systems and fire-protection operations Ownership of responsibilities without requiring constant follow-up We are interested in finding the right long-term person for the position rather than simply filling a set number of hours. Schedule Part-Time to Full-Time Monday through Friday. This is an in-person position at our New Castle, Pennsylvania office. Specific hours will be discussed based on the candidate's experience, availability and the needs of the department. Compensation Starting compensation will be based on relevant experience and demonstrated qualifications, particularly in: Service coordination Dispatch Billing and invoicing Construction or contractor administration Customer service Fire protection or another field-service industry Benefits Full-time benefits may include, as applicable: Health insurance Paid time off Paid holidays Retirement plan Company-paid training Professional development opportunities About Aven Fire Systems Aven Fire Systems, Inc. is a full-service fire protection contractor headquartered in New Castle, Pennsylvania. We provide installation, inspection, service and repair of: Fire sprinkler systems Fire alarm systems Fire pumps Backflow prevention assemblies Portable fire extinguishers Kitchen fire-suppression systems Clean-agent and special-hazard suppression systems VESDA and aspirating smoke detection systems We serve commercial, industrial and institutional customers throughout Pennsylvania, Ohio and West Virginia. Aven Fire Systems is a certified woman-owned business. Aven Fire Systems, Inc. is an Equal Opportunity Employer.

Pay:

$20.00 - $30.00 per hour Expected hours: 24.0 - 40.0 per week

Benefits:

401(k) Disability insurance Health insurance Health savings account Life insurance Opportunities for advancement Paid sick time Paid time off

Work Location:

In person