Inspections Billing Coordinator

Billing Coordinator

Piper Fire Protection is seeking a highly organized and detail-oriented Billing Coordinator to support our inspection and service operations team in Clearwater, FL. This role is primarily responsible for reviewing completed inspection and service documentation, processing billing and invoicing activities, maintaining customer account records, and ensuring timely and accurate revenue capture for completed inspection, testing, maintenance, and service work involving fire sprinkler systems and fire alarms.

The ideal candidate has experience in billing, invoicing, accounts receivable support, service administration, customer service, or related administrative functions and excels in a fast-paced environment. This position plays a critical role in reviewing completed work orders for accuracy, coordinating with field and office personnel to resolve billing discrepancies, maintaining customer and contract records, supporting compliance documentation, and ensuring invoices are generated accurately and promptly. While this role may assist with scheduling-related activities as needed, its primary focus is supporting operational and financial processes that contribute to efficient business operations, customer satisfaction, and revenue generation.

This position is primarily office-based and involves prolonged periods of computer work, frequent communication with customers and internal personnel by phone and email, and regular use of billing, accounting, service management, CRM, and office software systems. The role requires strong attention to detail, effective multitasking, excellent organizational skills, and the ability to manage competing priorities. Occasional lifting of office materials up to 15 pounds may be required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Essential Duties and Responsibilities:

• Review completed inspection, testing, maintenance, and service work orders for accuracy, completeness, and billable activity.
• Process customer invoices and billing transactions in accordance with company procedures, contract requirements, and customer billing preferences.
• Verify labor hours, materials, equipment usage, subcontractor charges, and other billable items before invoice generation.
• Collaborate with technicians, inspectors, sales personnel, and management to resolve billing discrepancies and obtain missing documentation.
• Maintain accurate billing records, customer account information, contract details, and service histories within company systems.
• Track completed inspections and service work to ensure timely invoice generation and revenue capture.
• Assist with recurring contract billing, preventative maintenance agreements, and inspection program invoicing.
• Generate customer reports, billing summaries, and supporting documentation as required.
• Review technician inspection reports for accuracy, completeness, and proper documentation prior to invoice processing.
• Submit inspection reports, compliance documentation, and supporting records to customers and third-party platforms as required.
• Serve as a primary point of contact for customer billing inquiries and provide professional and timely resolution to invoice-related questions.
• Monitor outstanding billing items and follow up with internal teams to obtain documentation needed for invoice processing.
• Assist with accounts receivable activities, including invoice review, payment inquiries, account reconciliations, and collection support.
• Coordinate with operations personnel to ensure completed work is properly documented, closed out, and billed accurately.
• Track inspection deficiencies and coordinate documentation with sales and service teams for follow-up repair recommendations and quotations.
• Maintain accurate customer records, service histories, contract documentation, and billing data.
• Learn, navigate, and effectively utilize company billing, accounting, service management, CRM, and reporting software platforms.
• Support departmental goals by identifying opportunities to improve billing accuracy, workflow efficiency, revenue capture, and customer satisfaction.
• Provide administrative support to operations, service, and inspection teams as needed.
• Assist with scheduling and customer coordination activities on an as-needed basis.
• Perform other related duties as assigned.

Required Skills & Qualifications:

• High school diploma or GED required; Associate's or Bachelor's degree preferred.
• Minimum of 1-3 years of experience in billing, invoicing, accounts receivable support, service administration, contract administration, customer service, or a related administrative role.
• Experience supporting a service-based, construction, mechanical, fire protection, HVAC, electrical, plumbing, or field service organization is preferred.
• Strong proficiency with Microsoft Office Suite, including Outlook and Excel.
• Experience using accounting, billing, ERP, work order, service management, or CRM software such as ServiceTrade, Salesforce, QuickBooks, Sage, NetSuite, ServiceTitan, or similar platforms.
• Ability to quickly learn and adapt to new software platforms, business systems, and reporting tools.
• Strong organizational, time management, and multitasking skills.
• Excellent verbal and written communication skills.
• Strong customer service skills with confidence communicating professionally by phone and email.
• Ability to review billing documentation, identify discrepancies, reconcile information across multiple systems, and ensure accurate invoice processing.
• Strong attention to detail and commitment to data accuracy.
• Ability to prioritize multiple tasks and work effectively in a fast-paced environment.
• Ability to collaborate effectively with office personnel, field staff, accounting teams, and management in a team-oriented environment.
• Basic understanding of accounting principles, billing processes, and accounts receivable practices preferred.
• Strong problem-solving skills and ability to exercise sound judgment when resolving billing issues.

Preferred Qualifications:

• Experience in the fire protection, fire alarm, fire sprinkler, HVAC, electrical, mechanical, construction, plumbing, or related service industries.
• Familiarity with inspection programs, preventative maintenance agreements, recurring service contracts, and compliance-related documentation.
• Experience processing high-volume invoicing within a field service or project-based environment.
• Understanding of service work orders, job closeout processes, customer billing requirements, and revenue recognition workflows.
• Experience working with ServiceTrade or similar service management platforms.
• Familiarity with customer contracts, purchase orders, not-to-exceed limits, and billing terms.
• Experience supporting accounts receivable activities, payment tracking, and customer account reconciliation.
• Knowledge of NFPA inspection schedules, fire protection systems, and inspection reporting processes is a plus.